Administrative Specialist - Operations

The Administrative Specialist position is a classified, non-exempt position with Community Montessori School which is operated by Element Education. The Administrative Specialist reports to the Regional Manager and the Operations Manager and is primarily responsible for management of the learning center.

Essential Functions

Support Student Learning

1. Ensure high expectations for each student’s individual academic and social growth
2. Have knowledge of every student that attends the learning center
3. Prepare for meetings, public events, parent workshops, and informational meetings
4. Create flyers, letters, spreadsheets, etc.
5. Maintain filing systems and office organization; Maintain inventory of supplies, order supplies, and make copies
6. Assist with classroom and playground management and supervision
7. Attend to ill/injured students; call parents and complete necessary paperwork
8. Assist Educational Facilitators and parents with parent relations and paperwork
9. Coordinate maintenance, repairs, and upkeep of copy machine
10. Utilize positive discipline strategies
11. Work with Parent Club to meet goals, run events, and get fundraising approvals
12. Organize parent workshops, tours, and informational meetings
13. Coordinate and organize volunteer program, including administering proper paperwork
14. Coordinate field trips
15. Serve as Room Parent Coordinator and the main point of contact
16. Organize service learning projects
17. Ensure the safety of students including, but not limited to, assisting in conducting emergency drills and cleaning of workspace

 Accountability and General Administration

1. Maintain attendance and enrollment records for classes, including sign-in logs; Maintain emergency student contact cards
2. Ensure each student has proper documentation on site and at administrative office; assist with enrollment process
3. Serve as liaison to landlord (if applicable), vendors, and the School Director
4. Undertake daily maintenance and cleanliness of facility, including bathrooms; Responsible for facilities and building inspection
5. Attend and participate in all required meetings, trainings, and school functions; Promote and participate in the creative exchange of ideas
6. Comply with all aspects of the safety plan, including conducting safety drills and preparing appropriate documentation
7. Observe confidentiality
8. Return all correspondence, including phone calls and emails,  in a timely manner; Be accessible during business hours and respond to administrative needs in inquiries
9. Generate, maintain, and submit money submissions
10. Organize, coordinate, inform, and implement all safety drills and procedures, including notifying parents, the Director of HR, and the local fire/police departments
11. Maintain emergency and incident drill folders; maintain emergency backpack
12. Annually update and maintain site manual
13. Schedule morning/afternoon/recess duties and vendors; Coordinate coverage and scheduling for vendors and absent employees
14. Maintain a positive and effective work environment
15. Treat all staff with respect, provide opportunities for participation in decision making, and be responsive to the human needs of staff members
16. Coordinate and implement Breakfast Program, including order of supplies and scheduling employees
17. Manage Paychex, including approving employee hours and PTO requests and submitting documentation for PTO, stipends, and timesheets to the Business Department

 Public Relations

1. Coordinate and publicize social events and fundraisers for students and families
2. Communicate with parents via email and Parent Square; Maintain and update parent square
3. Maintain up-to-date webpage on school website; Maintain social media sites
4. Greet visitors and field parent calls/concerns regarding instruction and programs
5. Develop positive relationships with parents and general public
6. Communicate and support the school’s mission, policies, and procedures
7. Represent Element Education and its programs in a positive and professional manner
8. Coordinate, organize, and implement fundraising, including setting up, advertising via social media and Parent Square, tracking funds
9. Assist with maintaining a positive and effective work environment; Treat all staff with respect, provide opportunities for participation in decision making, and be responsive to the human needs of staff members

 Professional and Organizational Development

1. Seek innovative approaches to self-directed learning and formal training
2. Practice reflective observation regularly; Maintain a growth mindset
3. In collaboration with the Regional Manager and School Director, plan for own career growth and ongoing professional development
4. Understand and contribute to the Organization’s vision, growth, and development

 ?       Other duties as assigned

 Knowledge, Skills, & Abilities

1. Previous office experience preferred
2. Previous experience working with students preferred
3. Familiarity and commitment to the mission and educational philosophy of Element Education
4. Ability to maintain records as directed by supervisor
5. Ability to maintain confidentiality regarding parents, families, and staff
6. Ability to remotely and/or virtually perform duties and attend meetings, as needed
7. Ability to exercise emotional maturity in communicating with students, parents, and colleagues
8. Demonstrate considerable knowledge of technology, Microsoft Office 365 and its’ applications, and DocuSign
9. Demonstrated ability to work under pressure, prioritize, multi-task, and meet deadlines
10. Ability to communicate clearly and concisely, both orally and in writing; Use appropriate language, tone, and English usage
11. Demonstrate good judgement
12. Ability to establish and maintain effective relationships; be approachable and professional
13. Ability to work independently with minimal supervision; be self-motivated and well-organized
14. Ability to think strategically and independently
15. Ability to accept responsibility and constructive criticism
16. Demonstrate willingness to help others and foster a cooperative and positive working environment

Requirements

• High school diploma (or equivalent)

Upon Hire/Offer

1. First Aid/CPR/AED certification
2. Proof that employee is free of active tuberculosis (i.e. TB risk assessment, TB test, X-ray, etc.)
3. Successful background clearance

FT Salary:  $34,250-$53,134

Benefits: Comprehensive Benefits Package; 403(b)/457(a) retirement programs; Accrued PTO

Work Schedule: 10 months; Determined by School Director

FLSA Classification: Non-exempt

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, and sit for an extended period of time.  Sitting is done at a desk with forward bending from the waist, leaning on the forearms, and looking down which requires neck flexion.  The employee is regularly required to read, speak, see, and hear well enough to communicate by telephone, electronically, and in person.  Job duties are occasionally performed on electronic mobile and desktop devices.  Employee must also regularly be able to write, file, type and operate a computer, telephone, and general office equipment.  It is necessary to grasp and manipulate pens, markers, scissors, staplers, etc., either occasionally or frequently, depending on the day.  May occasionally have to climb up stairs, stoop, kneel, and/or lift and carry up to 25 lbs. The employee is required to deal with irate members of the public and stressful situations.

The employee must have reliable transportation and be able to attend meetings at various Element Education regions.

Work Environment

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee spends the majority of the time in normal office working conditions.  Employee may occasionally work outdoors to supervise students and may experience heat or cold extremes as well as fumes, odors, dust; noise level is moderate to loud.

Element Education is an Equal Employment Opportunity employer.