Administrative Assistant/Receptionist

SUBSIDIARY: Fairwold Academy

ROLE TYPE: Full-Time

JOB OVERVIEW:

The Administrative Assistant/Receptionist position requires a skilled individual to complete a variety of administrative functions to support members of the school Leadership Team. The Administrative Assistant/Receptionist contributes to the efficient operation of the Fairwold campus. This position requires a high level of confidentiality, as the Administrative Assistant/Receptionist interfaces with high-level management of PHMC, staff, parents, and external agencies. This role reports to the Director of Admissions.

RESPONSIBILITIES:

Visitor Engagement & School Administration

• Manage the school security system and visitor badge system for individuals who enter the building.
• Support school security by welcoming and managing the entrance and exit of school visitors.
• Manage logistics for inventorying and assigning staff keys, technology, and other equipment essential for staff to perform job functions.
• Answer the main school phone and transfer calls as needed.
• Provide administrative support to school administrators for assigned projects.
• Cover for the administrative assistants with orders, staff attendance, transportation issues, and other concerns.
• Maintain a neat and orderly welcome and reception area and provide exceptional customer service to visitors.
• Field communication with school districts, parents, mental health providers, and responds promptly to the concerns and interests of the school community.
• Assist the proper Human Resources or other contact with scheduling interviews, hiring and onboarding processes, resignations, and collecting documents for annual school licensing.
• Provide administrative support to school administrators for assigned projects.

Mail Deliveries

• Manage all mail and correspondence for administration, including confidential documents; prepare correspondence for signatures; read all incoming correspondence; route items to appropriate parties; and assist administrators in composing responses.
• Manage all mail and package deliveries from vendors and organizations.

Supplies & Inventory Management

• Manage school supply orders and inventory for the school program.
• Process invoices for payment.
• Assist with managing all purchase requests, invoices, credit requests, and expenses associated with the school budget; secure approval from the Executive Director; and collaborate with the Finance department for accuracy.
• Procure supplies and materials and maintain availability of required items for multiple school staff.

Events & Scheduling

• Assist the leadership team with special events; organize logistics; coordinate schedules; arrange accommodations and refreshments; prepare and disseminate agendas and meeting materials; and fulfill other requests.
• Assist in the coordination of events, projects, programs, and special tasks assigned by the Leadership Team, ensuring timely and accurate completion.

SKILLS:

• Excellent working knowledge of school and accounting programs
• Excellent written and verbal communication skills with diverse populations
• Excellent ability in time management, organizing resources, and establishing priorities
• Strong ability to analyze complex situations and implement and coordinate systematic solutions
• Excellent computer skills in all Microsoft Office applications
• Data management and reporting skills
• Demonstrated ability to manage projects to completion
• Demonstrated ability to manage multiple data systems

PERFORMANCE REQUIREMENTS:

• Models traits of a responsible team member by executing job responsibilities, open communication, and timely follow-through; supports team members to do the same
• Complies with all Fairwold and PHMC policies and procedures
• Maintains and promotes confidentiality
• Supports the safety of the education environment and complies with de-escalation and safety training expectations
• Establishes effective working relationships with school staff, administrators, and PHMC leaders

EDUCATION:

• High school diploma or equivalent required
• Preferred: Associate degree in business or a related field

EXPERIENCE:

• Three years of experience working in a fast-paced, customer service-based position
• Experience working with various computer programs, including all Microsoft Office applications

PAY GRADE: 14

PHMC is an Equal Opportunity and E-Verify Employer.