Middle School Administrative Associate (Front Desk Support)

24/25 School Year

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Job Description

Overview:
 
This position is primarily responsible for providing secretarial support to the Deputy Principal. It is also expected that the Administrative Associate will assist teachers, students, and staff members in matters related to other job functions of the middle school division office as necessary and as workload permits.
      
Responsibilities:
  • Provide clerical support to the Middle School Principals
  • PowerSchool and Veracross data responsibilities including databases and scheduling
  • Coordinate the schedules of appointments and meetings for the Deputy Principals
  • Support the Deputy Principals with special projects
  • Maintain all records, correspondence, etc., in a well-organized and accessible manner
  • Maintain updated e-leave records and coordinate absentee reports with (HR)
  • Maintain strict confidentiality of all personnel matters and school records
  • Assist with work requests and work orders for the department
  • Liaise with custodians and security guards on maintenance and security matters
  • Update Veracross with disciplinary log entries for students and follow up on lunch detentions and suspensions
  • Ensure compliance with all school’s policies and procedures as related to the job responsibilities of this position
  • Relate courteously and effectively with students, parents, school personnel, government personnel, and community members as necessary
  • Get students from class as requested and update their Attendance accordingly
  • First Point of Contact for faculty/parents/Deputy Principal
  • Monitor Lunch Supervision Attendance
  • Perform other duties and functions as assigned by the Middle School Principals
  • Manage Readysub. Ensure that the substitute requests are covered.
  • Update and release the Middle School Bulletin every week, as well as the Middle School Displays in the foyer.
  • Manage Lunch and Break Supervision Schedule
  • Manage After School Supervision Schedule
  • Prepare Middle School Certificates, Visa Application Letters and Concession Card Applications
  • Manage inventory of equipment for MS play spaces used during break/lunch times
  • Communicate monthly schedules, changes or special schedules to all appropriate parties
  • Manage lost & found items, keep track of valuables (e.g. wallets, phones, jewelry)
The above job description is only indicative of the broad set of duties and responsibilities. Distribution of tasks is assigned by the supervisor. Other tasks may be assigned on the job, as deemed necessary by the supervisor. 
 

Skills & Requirements

Qualifications Required:
  • Diploma from a recognized Institution/polytechnic.
  • LCCI Private Secretarial Certificate or equivalent.
  • Excellent typing skills.
  • Substantial work with budgets/budgeting.
  • Excellent organizational and office management skills.
  • Demonstrates competence in computer applications for word processing, spreadsheet, graphics, and scheduling, with an interest in and ability to learn new applications.
  • Excellent interpersonal skills and ability to handle multiple responsibilities and priorities concurrently.
  • Good English communication skills, both written and oral.
  • Positive work attitude and initiative.
  • Ability to work cooperatively and provide assistance as necessary to other team members.
 

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