Start Date: Monday, April 29, 2024
Status
Full-time, FLSA Exempt
Time
Monday - Friday
8:00 a.m. - 4:30 p.m., including a 30-minute lunch break
Plus, occasional hours for scheduled events
Reports to
Executive Director
Responsibilities
Communications:
-Manage weekly newsletters to parents and other email communications.
-Create/send mailed communications such as thank you letters and tax letters.
-Update the website and recommend technical updates that the website host must complete.
-Facilitate take-home folders/documents/hard copy notifications for parents.
-Answer and respond to incoming phone calls; assist with information when appropriate.
-Check voicemail; provide urgent messages to staff upon receipt; hold non-urgent messages until the staff member is available.
-Facilitate the creation of annual staff and parent calendars.
Admissions & enrollment:
-Schedule tours, observations, and meetings with the Executive Director.
-Oversee the "enrollment funnel," tracking prospective families from initial inquiry to enrollment.
-Connect staff with applicants to schedule interviews.
-Manage applications for staff review and annual re-enrollment, and update TADS (the student management system) to reflect acceptances and changes.
-Assist the Executive Director in the yearly configuration of TADS.
-Assist the Executive Director in the creation of annual tuition agreements.
-Annually prepare Emergency Binders for each environment and office. Binders include emergency contact info, allergy info, and pick-up authorization lists.
Projects:
-With the Executive Director, coordinate multiple yearly projects such as Parent Welcome Packets, the Grandparent Bridge Builders Fundraiser, preparations for the annual major fundraiser (SlowFoodVastWine), and seasonal Newsletters, which require interaction and follow-up with families and staff to ensure a timely and high-quality product.
Assistant to the Executive Director:
-Assist the Executive Director with daily administrative duties and complete a wide variety of administrative tasks, including completing expense reports and composing and preparing correspondence.
-Assist the Executive Director with onboarding new staff from start to finish, including background checks, making keys, and sharing the staff handbook.
-Interact with the Executive Director to coordinate, disseminate, or follow through on specific projects and information affecting the Center.
-Take minutes for bi-weekly academic staff meetings.
-Coordinate expense reports and receipts.
-Coordinate Sacramental paperwork as needed.
-Manage donor database and ongoing donation payments and prepare for the receiving and processing electronic payments for fundraising events.
-Assist and support the Executive Director in preparing for meetings, including preparing meeting materials, keeping track of meeting progress and follow-up items, and preparing and revising correspondence and other documents, as necessary.
-Manage sensitive matters with a high level of confidentiality and discretion.
-Participate in the planning, coordination, and running of some annual events.
-Assist in the logistical work of the new development program. (The tasks will be determined soon.)
-Assist in bookkeeping.
Office management:
-Greet and welcome guests, parents, visitors, and vendors; provide appropriate assistance.
-Accompany late student arrivals from the front entrance to their environments.
-During Parent Observations, assist parents with their visit; provide observation guidelines.
-Receive package deliveries from vendors; open and store/distribute as appropriate.
-Receive and sort mail and distribute it to appropriate personnel.
-Maintain and update supply inventory:
--Monitor office/kitchen supplies weekly;
Refresh/update the supply list;
--Oversee Berkeley Springs water delivery;
--Monitor printer/copier needs;
-Identify urgent items and discuss them with the Executive Director if needed.
-Manage materials requests.
-Open and close the office: Organize, maintain, and pick up the front office area and kitchen/gathering space by keeping areas neat, clean, and welcoming, updating efficiencies when needed. Opening the office includes turning on the lights, opening the curtains, brewing coffee, refilling the copier paper, and starting the diffuser.
-Close down the kitchen area, including resetting the thermostat, general pick-up of items, washing dishes, cleaning counters, collecting the trash and recycling paper, and cleaning out the refrigerator when required.
-Assist Staff and environments by collecting and tracking forms and money for various projects, such as the Pizza Thursday fundraiser, field trip permission slips, and Montessori Small Hands orders.
-Assist staff/students with requests, e.g., printing, copying, email, and tech help.
Other:
-Run errands, such as to the grocery store, bank, and printing businesses.
-Oversee all purchasing for Elementary Environments and Atria; coordinate with Guides and Catechists to ensure necessary supplies are in stock or ordered promptly, e.g., Atrium flowers, flour, yeast, fruit for Pizza Thursday, materials, paper plates, etc. Usually, it entails a weekly Amazon order and a weekly trip to Martin's.
-Other tasks as they arise, including helping with a few weekend events, especially SlowFoodVastWine.
Requirements:
-Strong faith
-Able to provide constructive criticism to the Executive Director about observed mistakes and improvements needed at the Center. Committed to healthy professional vulnerability both in working on self-improvement and suggesting areas of growth to others
Mission-minded; excited about working in a small apostolate
-Ability to take initiative, anticipate needs, and exercise independent, sound judgment
-Bachelor's Degree preferred
Proficient in using:
-Google Suite (Gmail, Drive, Docs, Sheets, Calendar, and Forms)
-Quickbooks
-Divi (a website design platform that is easy to use for novices)
-Canva
-Sign-Up Genius
-Experience with Constant Contact and any donor-management database is a plus
-Willing to invest time to learn the above software applications quickly if not yet proficient
-Highly organized and self-motivated
-Comfortable managing daily office needs (including the unexpected) with ongoing tasks
-Excellent verbal and written communication skills
-Detail-oriented, good time management skills, strong ability to prioritize work