Front Office Administrative Assistant

Front Office Administrative Assistant
LOUISVILLE COLLEGIATE SCHOOL

REPORTS TO:
Associate Head of School

PRIMARY RESPONSIBILITIES:
The Front Office Administrative Assistant (FOAA) welcomes all to campus. Stationed at the main entrance to our school, students, families, faculty, staff, visitors, and vendors interact with the

FOAA regularly and daily. Given that, it is critical that the person in this position values relationships, appreciates the ebbs and flows of work volume that come with this position, enjoys being the main point of connection and reference for anyone who comes through the door or calls on the phone, and most importantly, ensures that all who come to campus feel a genuine sense of welcome and belonging. Additionally, the FOAA works closely with the Head of School’s office and the entire administrative team to assist with various school-wide or department-specific projects.

The FOAA is responsible for but not limited to the following:

● Enthusiastically welcome and greet all who enter the main office of our campus

• Screen visitors and vendors through our Raptor system (sex offender registry)
• Direct guests to various areas on campus

● Politely answer a multi-line phone system:

• Direct all incoming calls and give information as requested
• Assist faculty, staff, and administration, with the use of the phone system
• Work with the Director of Technology to troubleshoot any issues with the phone system
• Make necessary calls for repair and service of the system

● Process all outgoing mailings and incoming deliveries

• Process incoming and outgoing mail
• Maintain postage machine and the necessary supplies
• Receive money for postage
• Receive deliveries and prepare packages for pick-up with FedEx, UPS, USPS, etc.

● Scan business office invoices into the school’s AP System, Plate IQ
● Schedule and manage transportation for all field trips (vans, buses, and motor coaches)
● Support divisional offices by ordering all school and general office supplies
● Administrative support for the Associate Head of School and the Head of School’s Office
● Assist with the preparation and managing of the school calendar

● Manage approvals and coordination of space requests utilizing software system
● Assist execution of designated events for administrative departments
● Plays a critical role in safety processes and protocols; responsible for carrying out various duties related to our various emergency responses

REQUIRED KNOWLEDGE, SKILLS, AND EXPERIENCE:
● Very strong interpersonal skills and the ability to communicate
● Flexibility, optimism, creativity, high expectations, and a growth mindset
● Positive working relationships with colleagues, students, and families
● Strong organizational skills that reflect the ability to perform and prioritize multiple ongoing tasks
● Excellent communication skills both wrien and oral
● Proven ability to handle confidential information with discretion and to demonstrate the highest level of customer/client service and response
● Ability to exercise good judgment in a variety of situations
● Ability to meet deadlines
● Ability to work independently and be proactive in problem solving
● Ability to use and integrate technology into all aspects of the work
● A collaborative spirit when working with all other administrative offices
● Ability to use a wide variety of technology or an eagerness to learn

ADDITIONAL RESPONSIBILITIES AS REQUIRED:
● Support the school, its mission, and its leadership; and,
● Perform other duties as assigned by the Associate Head of School

Job Type: Full-time

Pay: $32,000.00 - $42,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Louisville, KY 40204: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 2 years (Preferred)

Work Location: In person

Salary : $32,000 - $42,000