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Main Office Administrative Assistant

Mayfield Senior School

Main Office Administrative Assistant

Reporting Relationship: Executive Assistant to the Head of School

Classification Status: Non-exempt, 12-month

 

Duties and Responsibilities:

 

Main Office Receptionist
Provide a professional and friendly reception for all visitors; Provide hospitality for guests
Maintain the Visitors Google Calendar – communicate with Security and receiving parties
Answer phone and direct calls to appropriate person
Assist students, parents and vendors / Process visitors with sign in, etc.
Oversee Sign In/Out Log for all administration/faculty/staff
Answer basic inquiries related to calendar, schedules and events
Security Responsibilities

Work with security to ensure the Pasadena Police Department is called when helicopters are hovering
Notify security of any suspicious individuals that may not have entered through security
Notify security of any expected visitors
Maintain radio contact with security officer at all times
Direct all US Mail, UPS, Fed Ex and vendors – notify via email individuals that have received packages

Administrative Support
Clerical assistance to Head’s Office, Assistant Head for Academics and Dean of Students:
s  Morning Announcements

s  Student lockers: issue locks as needed; enter data for locks and lockers in iMSS

s  Issue and complete student work permits

s  Assist with mailings as required

s  Create juniors information spreadsheet yearly and e-mail to photographer for seniors photos

Distribute IDs, dance and school photos to students
Assist Dean of Students with student parking assignments -Issue and maintain car tags for students and register student car and tag information in iMSS
Issue and maintain car tags for all faculty/staff
Responsible for updating and maintaining the weekly This Week Pushpage
Update and maintain forms kept in Main Office
Update & track yearly Student Emergency and Medical Information and input all data in iMSS
Other duties as assigned by supervisor
Campus Support

Liaison between Director of Facilities/Facilities Department and faculty/staff
Back-up for attendance and Health/Attendance Office duties
Mail room distribution duties
Order office supplies for all departments/faculty needed
Support Hospitality/Events
Coordinate campus room usage on Google calendar
Qualifications

Experience working in a professional high-traffic, multifunction office
Personable, positive, helpful personality; customer service mindset
Detail oriented with excellent organizational skills
Ability to manage and prioritize multiple responsibilities simultaneously
Ability to handle confidential information with great sensitivity and discretion
Strong Microsoft software skills including word and excel. Knowledge of Google calendar, documents, etc.

To apply for this job please visit the following URL: http://www.mayfieldsenior.org/employment →