Administrative Assistant at Taylion Academy

Job Summary

Job Summary

Administrative Assistant Reports to: Lead Registrar Collaborates with: Site Administrator Overview The Administrative Assistant serves as the first point of contact for prospective students and families while also supporting the daily operational needs of the site. This role is responsible for guiding families through the enrollment process, ensuring accurate data entry, maintaining exceptional customer service, and collaborating closely with the site administrator to ensure the site is organized, safe, clean, and functioning effectively. The Administrative Assistant works with registrars, counselors, facilities staff, and admin to ensure a seamless onboarding experience and a well-supported learning environment. Key Responsibilities Enrollment & Registration Guide families through the enrollment process via phone, email, online, or in-person. Monitor Reg-Online Applications and Hubspot. Cross Reference Reg-online and Hubspot records and document contact attempts daily Verify and collect all required documents (birth certificate, immunizations, proof of residency, etc.). Schedule new student orientations Perform CalPads checks to identify SPED, 504, EL, Homeless, or disciplinary records. Schedule student/teacher appointments Request Cume file, discipline records, transcripts, 504, and IEP documentation from previous schools. Systems & Tools Use SIS to enter student data, scan documents, and manage learning agreements. Collaborate with team members to ensure leads are tracked, documents are signed, and communication with families is provided. Check Reg-Online daily for new applications and follow up within 24 hours. Communicate with families using Google Meet, and email. Maintain and update the Enrollment Tracker and Student appointment spreadsheet Create new student emails utilizing Google admin Monitor enrollment email accounts Customer Service & Communication Provide timely, professional responses

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