Job Title:                  Academic Assistant to the Schools – Lower School

Department:           Academic Office

Supervisor:              Administrative Assistant to the Head of Schools

Position Overview

The role of the Academic Assistant to the Schools – Lower School position encompasses many responsibilities that are administered out of the Sacred Heart Schools School Office. This position demands a high level of attention to detail for every aspect of the essential job functions and other responsibilities. This role also provides necessary support to members of the Academic Team and to the Goals and Strategic Planning Committee during the course of the school year.

Essential Job Functions:

• School Records Administration
  • Annual Student Information Update preparation, student/family registration through InfoSnap, and updating the school database through Education Edge
  • Create checklists and follow-up on Lower School student files, including:

• Progress Reports and Report Cards
• Testing
• New student records
• Outgoing student records
• Birthdays
  • Using InfoSnap and/or Education Edge, create reports for:

• Student custody/second households
• Parent vehicle information
• Student dismissal/release information
• Emergency contact information
• Community service information
• Summer updates for Institutional Advancement
  • Manage Student Principal (Special) Files
    • Maintain a working list of documents that are in each electronic Student Principal File in the shared Student Service Team folder
    • Maintain Records Access Log for Student Principal Files 
• School Administration Support
  • Attend weekly/monthly meetings, taking minutes, preparing documents, and assisting in driving initiatives for the following school committees:
• Academic Team (weekly)
• Goals and Strategic Planning Committee (five-six times annually)
• Calendaring
  • Manage school calendar planning and processes for future academic years
    • Coordinate events, dates, and times with School Calendar Team
    • Arrange meeting to determine initial dates
    • Update changes as they occur and distribute updated copies to the School Calendar Team
  • Create Room Reservation Calendar for upcoming school year based on planned school events, administrative reservations, and individual teacher reservations; maintain throughout the year
• Student and Parent Handbook
  • Coordinate revisions of the Student and Parent Handbook with the appropriate departments and administration, including the Academic Team and the Leadership Team.
  • Update the Handbook with revisions as they are received.
• Special Event Support
  • Prepare and execute Annual Prize Day Celebrations:
    • Create and distribute student lists for faculty using Google Docs
    • Create Prize Day cards (Promotions, Distinctions, Prizes, Goal Awards, Math Awards) and envelopes to be distributed to every Lower School student
    • Update and circulate Academy/Hardey Prize Day Scripts between Division Heads
    • Assist in proofreading of all of the above materials, including Prize Day booklets
    • Organize and execute event logistics
• Lower School Division Head Support:
  • Assist the Lower School Division Head
    • Complete a Weekly Update for Lower School each week
• • • Proofread and email Lower School correspondence  
    • Schedule quarterly teacher/Division Head meetings using Google Docs
    • Standardized Testing
    • Update parent communications with the Division Heads
    • File and email standardized testing results

Requirements:

• 3-5 years of Administrative Assistance experience
• Blackbaud Education Edge software experience (proficiency a plus)
• Computer skills: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Docs
• Excellent character, flexibility, responsibility, attendance, and organizational skills
• Ability to multi-task, work with a team and independently, and work across several departments/personnel
• Ability to effectively communicate the Schools’ mission, procedures, and policies with current parents/students, new families, and other external personnel
• Ability to manage confidential information
• Ability to learn new software for staff and faculty
• Office machine knowledge (fax, print, scan, and postage)