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Details
Posted: 18-May-23
Location: Berkeley, California
Type: Part Time
Salary: $31.25 to $33.65
Job Title: Lower School Administrative Assistant
Classification: Non-Exempt
Grade Level or Admin Status: Administration
Direct Supervisor: Head of Primary
Minimum Educational Requirement: BA or BS
Minimum Work Experience Requirement: 5 years
Position Type/Expected Hours of Work: 50% of a Full Time (20 hours per week) in 2023/2024, expected 100% (40 hours) in 2024/2025
Ecole Bilingue Mission
Ecole Bilingue de Berkeley nurtures creative, multilingual learners, equipped to confidently embrace the delights and challenges of an interconnected world.
Job Overview
Under the general direction of the Head of Primary, the Lower School Administrative Assistant performs administrative duties requiring frequent use of judgment to help facilitate the smooth flow of the daily life of the School. This is a dynamic position that identifies and responds to various priorities throughout the day, including COVID-related responsibilities, as described below. This role encompasses work associated with School Secretary, Registrar, School Nurse and COVID Liaison.
Essential Functions
This section describes the essential functions of this role, but is not intended to be all-inclusive. Other duties may be assigned, as necessary. Reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of this job.
- Maintains attendance data for the staff and faculty members who are in the Head of Primary’s team, recording attendance, absences, substitutes, and other required information, and coordinates with payroll, as required.
- Registers new students, secures appropriate student records, maintains confidential student records, and transfers records for students moving to other schools. Maintains all request authorizations on file.
- Sets up scheduling program for Parent/Teacher Conferences (pickAtime.com), arranges conference spaces and subs for overflow conferences.
- Assists with editing and monitoring report cards, including maintaining up to date student files.
- Maintains current contact information on substitute teachers and arranges substitute coverage as needed.
- Acts as COVID Liaison: Advises students and staff on policies and procedures when they have tested positive or are believed to have COVID; Notifies HR of COVID-related absences; Records vaccination status of employees and students; Assists with testing arrangements; Participates in COVID Safety Committee meetings, and reviews/advises committee members on policies and procedures; communicates with health department officers and maintaining Covid-related records for BPH, ACPHD and CDPH; Assists with uploading test results for students and faculty; Distributes and tracks OTC COVID tests for preschoolers and schoolwide during breaks; oversees other mitigation efforts, in conjunction with the Facilities Team.
- Oversees LS immunization records and submits annual reports to local health department.
- Orders buses for all class field trips and assists in processing volunteer drivers.
- Orders and maintains all office and medical supplies.
- Maintains relevant school lists for emergency ??labels, directories, MAP testing, Covid-related lists and addresses status change issues.
- Provides basic first aid care to ill or injured students; calls parents and arranges for transportation home as necessary, calls 911 in the event of serious injury and accompanies students to ER if warranted.
- Follows up with accident reports; forwards accident reports to the Business Office promptly.
- Administers medication to students, as authorized, maintains records of authorized medications.
- Distributes information regarding student allergies and special medical conditions in a manner that ensures all personnel have access to information.
- Maintains a current school calendar of events and use of facilities.
- Prepares all correspondence as requested by Head of Primary or Head of School.
- Distributes updated versions of Administrative Directory.
- Maintains efficient and well-organized electronic and paper data collection and filing systems.
- Arranges appointments and maintains a schedule for the Head of Primary
- Assists the Head of Primary in handling interruptions and emergencies, calling for assistance when needed.
- Assists the Head of Primary with preparation and organization of events such as Moving-Up ceremony, Student shows and professional development.
- Attends required staff meetings and serves, as appropriate, on staff committees.
- Displays ethical and professional behavior in working with everyone who communicates or is associated with the office. Serves as a role model for students and staff in demonstrating a positive demeanor, accepting responsibility, and exhibiting an effective work ethic.
- Tracks all forms sent out to parents of lower and middle school students at the beginning of the school year.
- Proofreads communications from LS Head and other departments as necessary.
- Participates in matters related to school safety and emergency response (scheduling fire drills, EQ preparedness, arranging school-wide First Aid/CPR training, ordering needed supplies, drafting communications) and supports the Facilities Team as needed regarding safety and First Aid practices.
Work Environment
Work in an office environment, with occasional work in other locations on campus, as necessary.
Physical Demands
- Sustained posture in a seated position for prolonged periods of time
- Occasional lifting, reaching, and carrying required.
Position Type/Expected Hours of Work
This is a part-time non-exempt position, with primary schedule occurring 8:00am-12:00pm, Monday-Friday. Evening and/or weekend hours needed on occasion.
This will become a full-time position in 2024/2025
Required Qualifications
- Working knowledge of MAC and software, including specific knowledge of Word, Excel, Google Drive, ability to navigate specific programs related to this role (Blackbaud K-12, primary.health, pickAtime, etc).
- Excellent communication skills, and the ability to collaborate effectively with co-workers and colleagues in partner institutions.
- Must have a warm and empathetic demeanor with individuals of all ages.
- Ability to work effectively in a team environment as well as on an independent basis.
- Excellent organizational and office management abilities.
- Exceptional multitasking and prioritizing skills.
- Strong experience working closely with children.
- Strong understanding of first aid, injury treatments, and ability to interpret and understand medication instructions.
- Ability to maintain confidentiality and discretion in sensitive situations.
Preferred Qualifications
- Fluency and/or familiarity with French language and/or French culture strongly preferred.
- Familiarity with COVID-related best policies and practices.
This job description is not necessarily a comprehensive definition of the post. It may be subject to modification or amendment at any time.
About Ecole Bilingue de Berkeley
Ecole Bilingue de Berkeley is a French-American bilingual school, CAIS-accredited, PK through 8th grade, located in Berkeley, CA (East Bay of San Francisco).
https://careers.tapponline.net/jobs/18600864/administrative-assistant-lower-school
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