GENERAL DESCRIPTION OF POSITION
Responsibilities include greeting students, general public, and/or staff as well as serving as an administrative assistant to building administration. They will be providing various support services to administration, human resources, finance, students, staff, and the community. The person in this position must work independently to plan and organize complex work activities to ensure timely preparation of accurate data and reports.
Additionally, they must uphold a positive work environment that follows Goodwill's Amazing Customer Experience (ACE) culture, Values, and Mission in everything you do and every interaction you have with co-workers, clients, customers and management.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Management of departmental relationships to coordinate any work orders, security, housekeeping, and maintenance needs.
2. Management of transportation pass ordering and distribution.
3. Coordinate staff travel arrangements.
4. Coordinate all event planning to include vendor evaluation and selection within budgetary constraints.
5. Manage onsite enrollment for new students to include iExcel (new student orientation), troubleshooting, and decision making in accordance with The Excel Center Model.
6. Report to and collaborates with central office registrar to assist with eSchool, data entry, and reporting.
7. Act as a liaison between students, enrollees, families, staff, school drop-in center, and community partners.
8. Work closely with the Recruitment & Retention Specialist and school leadership team.
9. Ensure student information system is accurate and up-to-date.
10. Assist with student & staff scheduling where applicable.
11. Responsible for student reception support, hiring, mentoring, training.
12. Coordination of center tours for community stakeholders.
13. Prepare a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g., letters, memorandums, meeting minutes, charts, operational procedures, manuals) for the purpose of documenting activities, providing written reference, and/or conveying information. This duty is performed daily, about 10% of the time.
14. Maintain a wide variety of manual and electronic documents, files, and records (e.g., student registration data, student health forms, master calendar, budget data) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
15. Establish and maintain confidential information and files.
16. Maintain and update student and staff emergency information.
17. Prepare school board meeting agendas and documents.
18. Maintain schoolwide calendar.
19. Create slideshows for public viewing.
20. Maintain, assign, and distribute keys as necessary.
21. Develop and distribute student newsletters weekly.
22. Assist with onboarding of new employees.
23. Perform any other related duties as required or assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION AND EXPERIENCE
Knowledge of a specialized field (however acquired), such as basic accounting, computer, etc. Equivalent of four years in high school, plus night, trade extension, or correspondence school specialized training, equal to two years of college, plus 2 years related experience and/or training, and 2 years related management experience, or equivalent combination of education and experience.
COMMUNICATION SKILLS
Ability to read, analyze, and understand general business/company related articles and professional journals; ability to speak effectively before groups of customers or employees.
SOFTWARE SKILLS REQUIRED
Basic: Accounting, Alphanumeric Data Entry, Contact Management, Database, Human Resources Systems, Payroll Systems, Presentation/PowerPoint, Spreadsheet, Word Processing/Typing.
RESPONSIBILITY FOR WORK OF OTHERS
Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities may include but not limited to interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.
Supervises a small group (1-3) of employees in the same or lower classification. Assigns and checks work; assists and instructs as required, but performs same work as those supervised, or closely related work, most of the time. Content of the work supervised is of a non-technical nature and does not vary in complexity to any great degree.
Supervises the following departments: Front office receptionist
ADDITIONAL INFORMATION
Required Qualifications:
1. Associates Degree or 3 or more years of office administration experience
2. Flexible, adaptable, embraces change
3. Demonstrates empathy in difficult situations and uses discretion in sharing information.
4. Compassionate toward the needs of adult learners with an eagerness to provide support when needed.
5. Demonstrates a high degree of professionalism and a willingness to make a good first impression
6. Has working knowledge of computer programs to perform clerical tasks such as Google Applications, Microsoft Office, Google Chrome, and Internet Explorer
7. Ability to gather and analyze data to make informed decisions.
8. Ability to multitask.
9. Preference for someone who is bilingual.
