Administrative Assistant

Main Office Administrative Assistant

Do you have strong organizational skills, attention to detail, computer proficiency, and a desire to work in a positive, team environment doing work that matters? If so, we are looking for an administrative assistant in our school’s main office. This is a highly valued and visible position offering competitive pay, benefits, and great work life balance. 


The Gifford School is a small, therapeutic day school on a beautiful 27 acre campus centrally located right off Route 128 in Weston with plenty of free parking. We are committed to helping students with social, emotional, and learning differences reach their full potential. We are also committed to fostering fairness, equity, and inclusion to create a workplace environment where everyone can expect to be treated with respect and dignity. 

 

Qualifications:

  • Associate or Bachelors preferred
  • 3+ years of office experience
  • Strong interpersonal, customer service, and communication skills
  • Proficiency with Google Workspace, MS Office Suite, and database management
  • Ability to maintain high level of confidentiality and discretion
  • Proven ability to work well under stress and exercise good judgment
  • Strong attention to detail and organizational skills
  • Ability to multitask and work collaboratively

Schedule:

  • 12 months/full time
  • Monday -Thursday 7:15-3:15; Friday 7:15-3:00
  •  PTO (Paid Time Off) in addition to school holidays and vacations

Supervised by: Office Manager/Marketing Director

Responsibilities:

  • Answer phones and direct calls to appropriate staff
  • Serve as the primary point of contact for parents, staff, and visitors 
  •  Update and maintain student information system, master files, and archives
  •  Process student registration forms, track receipt of application information and disseminate information, as appropriate
  •  Order student/staff supplies and maintain inventory
  •  Report daily staff/student attendance, including distributing information to staff, entering in student information system and completing monthly reports to school systems
  •  Call parents and staff, when necessary, to determine reason for absences of students who are not excused by their parent/guardian
  •  Maintain office machines and coordinate service, as needed
  •  Maintain phone and voice mail system including extension lists
  •  Co-manage daily operation of the Main Office
  • Maintain transportation information in database and communicate schedule changes to transportation providers
  • Track student physicals and coordinate with Nurse
  • Under the supervision of the Office Manager, implement new office systems and procedures as needed
  • Develop and publish monthly calendar of school events, meetings and birthdays
  • Participate, if requested, in a few night meetings
  • Help maintain a safe, positive work and learning environment for all by adhering to the principles of conduct described in Gifford’s policy manuals and by treating all Gifford community members with fairness and respect
  • Demonstrate respect for diversity among our staff and student body and promote an atmosphere which values this diversity
  • Understand and represent Gifford’s culture and mission to students, families and other stakeholders
  • Within the context of your position at Gifford and as the job evolves, be open to new ideas, opportunities and responsibilities assigned by your supervisor and/or the Executive Director

Physical Requirements

  • Ability to participate in outdoor physical activities to include kneeling, stooping and lifting up to 25 pounds

Please send resume and cover letter to [email protected]

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