Administrative Assistant

American Youth Academy is an Islamic-based private school located in Tampa, Florida; one of the fastest-growing communities in the entire country. AYA was established in 1992 and currently serves 750 students in grades pre-K through 12, with enrollment increasing every year. One of AYA’s top priorities is to create an environment and structure that allows all students to engage in experiences that prepare them for the future. As enrollment continues to grow, we are looking for additional staff and administrators to join our team to help us with our next step into the future.

Basic Functions & Responsibilities

Under the supervision of the Head of School provides support to the Head of School in a wide range of office and school operations; coordinates and organizes office activities and coordinates the flow of communications and information for the Head of School; provides support by planning, organizing, supervising and participating in the school office administrative operation; maintains confidentiality of sensitive and personal information; prepares and maintains a variety of records and reports related to assigned activities.

Job Type: Full-Time, Salary, Exempt, 12 months.
Candidate Qualifications:

• Bachelor's Degree or equivalent (preferably in English or Business)
• 3 years of Administrative Assistant or Clerical experience
• Proficient in English
• Excellent writing and communication skills
• HR experience is a plus

Essential Duties & Responsibilities: Other duties may be assigned:

• Performs diverse office-related managerial responsibilities within areas and limits of authority as delegated by the Head of School; coordinates and organizes office activities and coordinates flow of communications and information for the Head of School.
• Handles routine issues and emergencies concerning employees and students makes decisions independently or collaboratively and recommends action as appropriate.
• Compiles information and prepares and maintains a variety of records and reports related to assigned activities.
• Inputs a variety of information into an assigned system; assures accuracy of input and output data.
• Maintains confidentiality of various aspects of school operation including sensitive and personal information.
• Performs a wide variety of secretarial work, including typing and word processing, proofreading, Filing, recording information, and processing and distribution of correspondence.
• Serves as a major program information resource person and liaison between schools, departments, and other locations; distributes accurate and timely information and direction to students, parents, staff, and visitors.
• Assists with registration duties as needed.
• Receives and greets visitors and provides information to parents and the public; screens correspondence and telephone calls for Head of School and HR Manager
• Establishes, assists, maintains and assures proper use of confidential files including student, personnel, and payroll records.
• Attends and participates in assigned meetings and training; prepares minutes from notes as required.
• Updates and maintains multiple calendars as assigned; organizes appointments and meetings and makes arrangements for school visitations and facility use.
• Tracks and orders assigned school supplies according to established procedures and assures appropriate levels of supplies are maintained.
• Operates a variety of office equipment including a copier, fax machine, two-way radio, computer, and assigned software.

Other Skills and Abilities

• Effective oral, written, and interpersonal communication skills
• Perform a variety of clerical and secretarial duties to relieve the Head of School of administrative and clerical detail.
• Extensive knowledge of and ability to perform basic secretarial skills (typing, filing, data entry, and use of basic office equipment)

• Keyboarding 55 wpm
• Ability to use correct grammar and punctuation
• Ability to use a variety of office machines
• Proficient computer skills including the use of Microsoft Excel, Word, Outlook, Publisher (or similar graphics program), and the Google Suites
• Ability to perform tasks and projects with a high degree of accuracy and attention to detail
• Ability to maintain accurate and auditable records
• Ability to independently prioritize and process workflow
• Ability to work under pressure with constant interruptions, and meet deadlines
• Ability to handle confidential matters professionally
• Demonstrated abilities in self-direction and sound judgment
• Knowledge of and experience with the student record database system
• Ability to maintain a positive attitude towards staff, students, parents, and community members
• Demonstrated abilities to be a good team player.

Physical Demands

• While performing the duties of this job, the employee is regularly required to sit, and frequently required to walk or stand; lift and carry objects weighing up to 30 pounds at a distance of 50 feet; perform repeated pushing and pulling movements; reach with hands and arms; and use the hands to handle, finger, or feel objects, tools, or controls. The employee will frequently bend or twist at the neck and trunk while performing the duties of this job.

Equipment Used: Personal computer, printer, calculator, copier, fax machine, and shredder.
Working Conditions: Mental Demands/Physical Demands/Environmental Factors:

• Work with frequent interruptions, and maintain emotional control under stress. Repetitive hand motions, prolonged use of computers.

Disclaimer: The preceding job description has been designed to indicate the employee's general nature and level of work (s) within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees for this position.
Acknowledgment: I have read and understood the above job description. I agree to adhere to the above requirements and responsibilities.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Tampa, FL: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• Administrative Assistants & Receptionists: 2 years (Required)

Work Location: One location