Administrative Assistant to Principals

Position Title: Administrative Assistant to Principals

Department: Academic

Reports To: Principal

Last Updated: April 11, 2025

Position Summary

We are seeking a highly organized and proactive individual to support school leadership by serving as the primary liaison for the principal and assistant principal, ensuring smooth communication and coordination across all levels of administration. This role oversees key operational functions such as calendar management, student enrollment, external service coordination, substitute coverage, and data integrity, while ensuring compliance with confidentiality and privacy standards. The ideal candidate will also lead communication efforts with staff, families, and community partners, and manage school-wide scheduling to support an engaging and well-organized school environment.

Key Responsibilities

• Act as the primary liaison for the principal and assistant principal (AP), ensuring effective communication and support across all levels of administration.
• Oversee the principal’s and AP’s calendars, strategically scheduling meetings, appointments, and important events, including Child Study Team (CST) meetings and observations.
• Manage and coordinate all external testing services and other service provider engagements, ensuring seamless integration with school operations.
• Lead the creation, approval, and distribution of all communications to staff, parents, and stakeholders, ensuring clarity and alignment with school goals.
• Maintain accurate, up-to-date records, rosters, and attendance reports ensuring data integrity and accessibility for all stakeholders.
• Safeguard confidential student and staff information, ensuring compliance with privacy and data protection regulations.
• Direct coordination between substitutes and administration to ensure efficient operations during teacher absences.
• Manage the scheduling, organization, and documentation for CST meetings, ensuring all necessary preparations are met and follow-up is provided.
• Oversee the student enrollment process, managing registrations, maintaining accurate records, and handling contract administration.
• Generate and distribute the monthly school activity calendar, while maintaining a master calendar that tracks all school events, activities, and schedules.
• Collaborate with the Parent-Teacher Group (PTG), Crave-It Nutrition, and special events committees, driving communication and supporting key initiatives to foster community engagement.
• Assist with drop-off and pick-up process to ensure the safety, efficiency and smooth transition of students, while enforcing school policies and communicating effectively with parents and guardians.
• Perform other duties as assigned.
  
  

Qualifications

• To perform this job successfully, the individual must be able to perform each essential duty satisfactorily.
• The requirements listed below are representative of the knowledge, skill and/or ability required.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Attendance and punctuality are essential functions of the job.
  
  

Education And/or Experience

• Individual must possess a high school diploma or equivalent; some college coursework or certification in office administration or related field is preferred. Associate or bachelor’s degree in related field preferred.
• Minimum of 3-5 years’ proven experience as an Administrative Assistant or in a similar role, preferably in a non-profit or school setting.
• Demonstrated proficiency in keyboarding and office software, including Microsoft Office Suite and Google Workspace.
• Exceptional organizational, time-management, and multitasking abilities with strong attention to detail and problem- solving skills.
• Excellent verbal and written communication skills; able to maintain professionalism, confidentiality, and emotional control in high-pressure situations.
• Collaborative and approachable team player who works effectively with diverse individuals while also thriving independently.
• Experience supporting educational leaders with a solid understanding of school policies, procedures, and administrative software systems preferred.
  
  

Physical Requirements

• While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hand to finger, handle or feel; reach with hands and arms; talk; hear and have good vision.
• The employee must regularly lift and/or move up to 30 lbs.
  
  

If interested, please go to www.sunshinecottage.org and download our application and send the completed application to hr@sunshinecottage.org.

About Sunshine Cottage School For Deaf Children

Our Mission: Sunshine Cottage School for Deaf Children promotes early identification and intervention for children who are deaf or hard of hearing and helps them develop their maximum potential through listening, spoken language and literacy. Our Core Beliefs: We believe that children who are deaf or hard of hearing can learn to listen and talk if early identification, appropriate amplifications, and intervention take place. We follow the Early Hearing Detection and Intervention 1-3-6 model. We believe that all children can learn in a stimulating environment led and encouraged by educated, dedicated teaching staff. We believe that the participation of parents and their partnership with the school are critical to the success of the child.The following comprehensive educational programs and support services are available for children who are deaf or hard of hearing:Newborn Hearing Evaluation Center: Diagnostic hearing evaluations from birth through 6 months oldParent-Infant Program: Birth to three years of ageEarly Childhood and Elementary Programs: Three years old through fifth gradeAudiology: Identification, fitting and management of hearing technologySpeech-Language Therapy: Comprehensive therapy provided for students