ADMINISTRATIVE ASSISTANT
ROBERTS ACADEMY
This role will provide assistance to the Director, Assistant Director, and other staff at Roberts Academy. For this reason, this position requires an individual that is highly motivated, organized, and flexible. The responsibilities of this position include, but are not limited to the following:
Support the School Leadership Team:
- Answer the phone for the main school line, assisting callers as needed
- Welcoming parents, visitors, and children into the school
- Managing school entry and early dismissal procedures
- Initiate processes for reimbursement of expenses
- Submit timely and accurate expense reports for OneCard holders within the Academy
- Coordinate parent-teacher conferences
- Support the planning and execution of school events such as parent conferences, open houses, field trips, and back to school events among others
- Maintain the school calendar and support faculty, administrators, and families with the student information system
- Create and distribute school communications, including a monthly school newsletter, compiling and editing content from administrators and staff
- Assist in the coordination and scheduling of substitute teachers
- Assist in the planning, execution, and documentation of emergency drills
- Create and/or facilitate the creation of print and digital documents and media to be used for marketing (including social media), communications, and development
- Managing the Director’s calendar and supporting scheduling of meetings for the school leadership team
Facilities and Office Coordination:
- Assist the Director and school staff with a variety of facility management activities. Examples include establishing and maintaining control systems for limited-access documents, managing an electronic document filing system, space inventory reporting, initiating work orders for repairs, managing keys for appropriate building access and similar activities
- Manage student information system database, maintain accurate and up-to-date records for students, families, and staff including daily attendance records
- Manage records storage for prospective, current, and former students
- Answer the central phone, providing assistance to callers, and/or directing them to the appropriate individual(s)
- Assist faculty, staff and students with questions or requests, providing guidance and training regarding processes or procedures, and directing them to the appropriate individual for further assistance as needed
- Support scheduling of student workers as well as campus and community partners working in or volunteering in the school
- Purchase, inventory, organize, and distribute materials, resources, and supplies, including curricular materials as well as office supplies for staff workspaces
Management of Internally-Funded Budgets:
- Reconcile monthly ledger reports, review and approve proposed expenditures to ensure compliance with internal guidelines, ensure the fiscal integrity of each fund and provide guidance to the Director and Assistant Director, regarding planned expenditures.
- Monitor receipt of tuition and fee payments, maintaining an accurate record of student accounts and assisting in the communication of balances owed to parents
Personnel:
- Review and approve electronic timesheets for student positions. This requires a knowledge of policies and regulations relating to hours of work, meal breaks, etc.
At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.
We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.
Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.
