Chinese Immersion School Administrative Assistant

Hope Chinese Charter School (HCCS) is one of the top Charter K-8 Schools in Oregon with a nationally recognized Mandarin Chinese immersion program. We’re also a public employer in Oregon providing pension benefits. HCCS employees enjoy a family-like atmosphere with supportive colleagues, families, and students.

Reports to: Interim Principal

Position: Administrative Assistant

Employment Status: Full-time, 1.0 FTE

Position Summary: Front Office and Administrative Support

• The Administrative Assistant supports the day-to-day operations of Hope Chinese Charter School by coordinating front office services, maintaining accurate student information and records, supporting school communications, and managing essential administrative processes. This position serves as a primary point of contact for students, families, staff and visitors and helps ensure that school operations run smoothly, efficiently, and safely.
• The ideal candidate is organized, detail-oriented, dependable, service-minded, and able to manage multiple priorities while communicating professionally with a diverse school community.

Essential Duties and Responsibilities

1. Front Office and Administrative Support

• Serve as the primary front office contact, welcoming visitors and responding to inquiries by phone, email, and in person.
• Monitor and manage designated school email accounts and route inquiries to the appropriate staff members.
• Maintain school calendars; coordinate meetings, appointments, and scheduling as needed.
• Create, update, and maintain school forms, electronic surveys, sign-up sheets, spreadsheets, and administrative documents.
• Maintain organized electronic and paper records, files, and shared documents.
• Support the Principal with routine administrative tasks and special projects.

2. Student Enrollment, Records, and Attendance

• Coordinate student enrollment applications, registration, withdrawals, and transfers.
• Support onboarding for new families and provide information to help them navigate school procedures and resources.
• Maintain and update family and student information, class assignments, pickup or driveline information, family directories, and related records in Synergy and other school systems.
• Monitor and maintain accurate student attendance records, including late arrivals and early departures, in accordance with school procedures.
• Maintain student records and portfolios in accordance with established standards and requirements, ensuring that portfolios are complete, organized, and properly maintained.
• Manage the preparation and distribution of student and staff photos and related materials for school identification and directory purposes.

3. School Communications and Community Support

• Coordinate the preparation and publication of school newsletters, Friday announcements, and other routine communications.
• Collect and organize information from staff for schoolwide announcements and family communications.
• Serve as a point of contact for volunteers and assist with volunteer onboarding, background checks, and required documentation.
• Assist families with general questions and help foster a welcoming, responsive school environment.

4. School Operations, Purchasing, and Logistics

• Coordinate orders for office supplies, copy-room materials, curriculum materials, and other approved school purchases.
• Maintain purchasing records, order logs, and subscription information; obtain approvals before placing orders as required.
• Manage the school lunch program, including coordinating with food vendors, preparing monthly lunch menus, distributing order forms, and collecting and organizing student and staff lunch orders in a timely manner. Communicate with families regarding missing orders and same-day lunch needs.
• Arrange school bus transportation for field trips and coordinate related confirmations and logistics.
• Coordinate substitute teacher arrival and departure procedures, including check-in, access cards, equipment, and required paperwork.
• Assist staff with routine office needs, including printing, copying, and distribution of materials.
• Maintain designated school operational records, including cash-related logs, as assigned.

5. Student Safety and Health Support

• Assist with student health and emergency needs in accordance with school policies, training, and established procedures.
• Communicate with parents or guardians regarding student health concerns, injuries, and other matters as appropriate.
• Document student injuries and incidents and maintain related records.
• Coordinate and help schedule required school safety drills in collaboration with the Principal.
• Follow visitor check-in procedures and support school access-control and front office safety practices.
• Maintain a clean, organized, and orderly reception and front office area.

6. School-Year Preparation and Other Duties

• Coordinate the annual review and updating of the Family Handbook and School Safety Binder.
• Coordinate annual curriculum and other school supply ordering and support the timely preparation of materials and resources needed for the start of the school year.
• Coordinate summer administrative preparation for the upcoming school year, including reviewing and updating school records, student and family information, directories, forms, subscriptions, and administrative systems, to ensure that key administrative information and records are organized, current, and ready for the beginning of the school year.
• Perform other related duties as assigned.

Qualifications and Requirements

• Administrative and Organizational Skills: Strong organizational, time-management, and multitasking skills, with the ability to manage competing priorities, maintain accurate records, and meet deadlines.
• Communication and Customer Service: Strong written and verbal communication skills and the ability to communicate professionally, courteously, and effectively with students, families, staff, volunteers, vendors, and visitors from diverse backgrounds.
• Technology Proficiency: Proficiency in Google Workspace or similar office productivity tools, including email, calendars, spreadsheets, electronic forms, and document management. Ability to learn and use student information systems and other school administrative software.
• Accuracy and Attention to Detail: Strong attention to detail and a commitment to maintaining accurate, complete, and well-organized student records, attendance information, administrative documents, and operational records.
• Confidentiality and Professional Judgment: Ability to handle confidential student and family information with discretion and exercise sound judgment when addressing inquiries, sensitive matters, and unexpected situations.
• Problem-Solving and Adaptability: Ability to work independently, take initiative, respond effectively to changing priorities, and resolve routine administrative issues while knowing when to seek guidance. Ability to work effectively in a dynamic environment with frequent interruptions and shifting priorities.
• Collaboration and Service Orientation: Ability to work cooperatively with the Principal, teachers, staff, families, volunteers, and outside vendors to support efficient school operations and a welcoming school community.
• Relevant Experience: Previous administrative, receptionist, or office coordination experience preferred. Experience working in a school or a similar educational or community-serving organization is strongly preferred, particularly in roles involving student or client records, enrollment, family or public communications, or daily office operations.
• Education: Associate degree or higher from an accredited college or institution required.
• Language Skills: Mandarin Chinese proficiency (bilingual) preferred.
• Valid driver’s license required.
• Must successfully pass a required background check in accordance with school policies and applicable requirements.

Work Environment and Physical Requirements

The work environment and physical requirements described here are representative of those an employee may encounter while performing the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Routine office environment within a public K–8 charter school setting.
• Frequent interaction with students, families, staff, volunteers, vendors, and community members throughout the school day.
• The work environment may at times be busy, active, and noisy, particularly during school hours and school events.
• May occasionally be exposed to unpleasant odors and other environmental conditions common in a school setting.
• Occasional evening or weekend work may be required to support school events and activities.
• Ability to stand, walk, and move between locations on campus as needed to support daily operations and school activities.
• Ability to occasionally lift, carry, or move office supplies, school materials, and other items needed for daily operations and school-year preparation.

Pay: $23.15 - $34.95 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Associate (Required)

Experience:

• administrative support: 3 years (Required)

Work Location: In person

Salary : $23 - $35