Beta Academy is hiring: Administrative Assistant in Houston

Administrative Assistant role at Beta Academy

Job Description

The mission of the Administrative Assistant is to ensure a loving, peaceful and joyful atmosphere for staff and incoming families.

Outcomes

• Meet Customer Service Goals
• 2 cards minimum sent per week to families
• 1 5 Star Google Review earn a minimum per month
• 95% of guests rate their overall customer experience as a 5 on the guest experience survey.
• 100% of guest concerns are successfully resolved and receive a follow up call.
• 100% of the time, Rainbow Service Guidelines are implemented
• Meet Enrollment Goals
• (K-12) 25 scholars minimum per class
• (PK) 20 scholars minimum per class
• Meet Documentation Goals
• 100% of all guest action requests are entered in the Call/Visit Log

Responsibilities

Front Office

• Ensures that the front office and work rooms areas are clean, organized, and welcoming.
• Proficient in Ascender and SchoolMint
• Maintains a positive working environment that fosters a professional learning community atmosphere.
• Manage gate and door entry following security protocol.
• Greets visitors to school, and determines the nature of their business, and escorts visitors to their destination.
• Collect IDs and issue visitors badges to all guests on campus. Issues and collects temporary key cards as needed.
• Creates magical moments for incoming scholars and families.
• Regularly sends cards or notes to families to create and build personal relationships.
• Commits to detail and accuracy.
• Delivers excellent customer service, this is a priority and should be conducted respectfully while utilizing de-escalation strategies when necessary.
• Adheres to and enforces school policies and procedures.
• Ensures phone calls and emails are responded to within a school day unless the call or email occurs outside the workday, which would then be handled the next school day.
• Communicates professionally and effectively with parents, scholars, and campus staff via email, telephone, and fax, and trains others to do so.
• Works with school personnel to maintain integrity and accuracy of scholar records, including maintenance and tracking of attendance and retention.
• Resolves or directs routine internal and external inquiries with parents and employees.
• Oversees requisition, receive, and distributes/stores classroom, school office and workroom materials and supplies; maintains ongoing inventory; processes packing slips.
• Maintain an awareness of the school calendar and school events.
• Overflows of any duties not covered. Examples given but not limited to are cafeteria duty, dismissal duty, morning carline duty, covering classrooms, etc.
• Maintain booking and cleanliness of conference rooms.

Enrollment

• During enrollment season, collect new scholar data such as MAP test scores, previous report cards, and STAAR scores.
• Oversees dissemination of enrollment packages during parent interest meetings and for walk-in parents.
• Greet families and assist with Parent Interest Meetings answering enrollment questions as they arise.
• Assist with maintaining scholar enrollment and campus capacity.
• Assist with enrollment counseling for incoming scholars and families.
• Assist with enrollment, transfer, discharge, and readmission process for scholars and the preparation of related records and files.

School Finance

• Proficient in My School Bucks invoice payment program.
• Create invoices for fees in My School Bucks for scholars, staff, and others as applicable.
• Fiduciary responsibilities for collection, dual-counting, and deposit of funds daily.

Staff Leadership Responsibilities

• Recognizes problems and impediments and reports them promptly with options for solutions to the Office Manager; promotes and assists with constructive resolutions.
• Adheres to and enforces board policy, school guidelines, and administrative directives
• Read and comply with the Procedures Manual, Employee Handbook, Scholar Handbook and Scholar Code of Conduct
• Ensuring the campus maintains > 98.5% daily attendance and timeliness
• Establishes and maintains professional and cooperative working relationships with all stakeholders: parents, scholars, staff, neighbors, and partners.
• Promotes and maintains a positive and effective school climate by ensuring that all interactions with staff, scholars, parents, and the public at large are prompt, efficient, helpful and friendly.
• Multitask many things at once in a busy office environment.
• Solves problems joyfully as issues arise.
• Perform other duties as assigned by the Principal and Deans.

Reports To

• The Administrative Assistant reports directly to the Office Manager and Dean of School Culture.