What are the responsibilities and job description for the Office Assistant/School Secretary position at New Orleans College Prep?
Job Description:
JOB OR POSITION SUMMARY:
This position will be responsible for undertaking a variety of office support tasks to help with the organization and daily operations of the school. Responsibilities include collecting and organizing data for files, serving as school receptionist, scheduling meetings and appointments and supporting other staff with organizational tasks.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
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Serve as the main point of contact for the school including, but not limited to, parent calls, parent newsletters and school memos, taking and delivering messages and scheduling appointments with an emphasis on serving Spanish speaking stakeholders.
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Manage main phone lines (answering calls, checking voicemail daily, returning calls as necessary, etc).
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Greet all visitors and ensure proper sign-in procedures are being met.
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Act as a liaison with other departments and outside agencies. Handle confidential and non-routine information and explain policies when necessary.
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Schedule and organize complex activities such as meetings, travel, conferences and other activities for school leaders.
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Manage an accurate and up-to-date spreadsheet for student uniform or other item purchases.
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Manage transportation routes and changes with the transportation company.
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Receive, sign for and distribute packages and/or deliveries.
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Assist parents with pre-applications for enrollment
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Works independently and within a team on special non recurring and ongoing projects. Acts as project manager for special projects which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating internal communications.
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Types and designs general correspondence, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
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Support and assist Registrar in the completion of their work activities/responsibilities.
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Obtain quotes and process purchases based on requests from school administration.
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Other duties as assigned by Principal Assist Registrar with processing withdrawal and transfer of students in the Student Information System and contact parents for confirmation when a student withdraws.
- Assist Registrar with processing enrollment and/or new student records, including requesting transcripts and records from other schools, setting up cumulative folders, and entering student data (including verifying residency, eligibility, credit level status, immunization records, etc) into appropriate databases.
- Assist Registrar with processing withdrawal and transfer of students in the Student Information System and contact parents for confirmation when a student withdraws.
- Assist Registrar with processing, transmitting and responding to requests for student information, including, but not limited to, student transcripts, job verification, student course requests and attendance/graduation verification.