What are the responsibilities and job description for the Extended Learning Administrative Assistant position at French American International School?
Job Title: Extended Learning Administrative Assistant
Department: Extended Learning
FTE: 1.00 (12 months)
Classification: Non-exempt; salaried
Reports To: Extended Learning Manager
Summary: The Extended Learning (EL) Administrative Assistant fulfills the mission of the school by providing administrative support to the Department of Extended Learning Programs, and the Maternelle Division Head for ELD ( Early Learning Division) compliance. The Extended Learning Administrative Assistant will also assist program coordinators and respond to school needs.
Essential Responsibilities:
Extended Learning Programs Accounting and Administrative Support
Manage registrations, including building and maintaining program registration modules, processing payments, refunds and making changes
Promptly answer new and existing inquiries regarding registrations, payments and programs
Maintain the monthly snack program: order food and supplies, distribute and post menus as required by ELD and document changes made to the menu. Manage tracking invoice and budget for snack supplies and milk.
Review and edit attendance for Aftercare and other programs
Partner with Business Office on all aspects of billing for EL Programs: Maintain records of payments, enter charges, track outstanding payments, process receipts and reimbursements, and reconcile accounts in collaboration with Extended Learning Manager at the end of each EL program.
Provide administrative support to the Athletics department
Collaborate with Marketing Department to update forms, webpages, and documents as appropriate (registration forms, marketing materials, etc.) on paper and online
Other duties as assigned
Student/Staff Files
Support Division Heads in the ELD compliance process as needed, including keeping track of “Safety Set” certification statuses for employees
Collaborate with Front Office, Division Heads and Families to ensure compliance with records requirements, including maintaining alternate pick-up lists for Maternelle & Aftercare and keeping Maternelle and Aftercare staff updated
Skills Relevant to the Position
Management: Detail-oriented, organized, analytical, and solution-oriented
Communication: Effective written and verbal skills for a professional school environment
Collaboration: Team player to build on school goals and able to self-monitor and work independently
Work ethic: Commitment to the FAIS mission, core values and guiding principles
Development: Commitment to staying current with new technology, school sponsored or individual
Minimum Requirements: High school diploma, intermediate MS Office Suite skills, database skills, experience in office or childcare/educational setting, ability to sit and use computer keyboard for prolonged periods.
