Program Manager

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Essential Functions

Prep Executive Administrative Assistant - effective immediately
Non-exempt, 100% FTE (fulltime) 12-month schedule of duties
Prep Registrar
Provides administrative support to the Registrar and Prep’s Administrative Team

•   Receive/process and sort daily incoming/outgoing USPS mail - twice daily;

•   Coordinate Prep purchasing of office supplies and other furnishings through school’s vendors and maintain tech

  support/supplies and serving/kitchen/food supplies for teacher work spaces and meeting rooms; Maintain neat, orderly and supplied mailroom/teacher workspace (2), and manage service and supplies for three copiers/printers; ensure main copier is filled with paper;

•   Coordinates administrative communication, including regular updates to school website and other communication (e.g., Parents Newsletter or Letter from Principal, Back to School tab);

•   Coordinate the in-house substitute program and arrange for last-minute substitutes in the classroom;

•   Manage Prep email groups and F/S rosters; take attendance/maintain log of attendance at F/S meetings;

•   Process administrative check requests; reimbursements and purchases; credit card reconciliation; and prepare monthly budget

  reports;

•   Takes meeting minutes, as requested;

•   Prepare, edit, and send the weekly F/S administrative newsletter;

•   Supports the administrative team to coordinate graduation activities;

•   Coordinate with parents to calendar and publish new events, reserve spaces on campus and secure tech support for Parents

  Association (PA) meetings and events. Assist in coordinating PA-sponsored faculty events;

•   Coordinate with parents and other internal departments to prepare weekly parent newsletter. Create, edit, proofread and

  “publish” the newsletter using Blackbaud program;

•   Work with in-house food services provider and other caterers to host F/S meetings and student special events as needed;

•   Assist Registrar in creating and maintaining student cumulative records and files, including transcripts;

•   Provide back-up administrative support for Attendance Desk functions;

•   Other duties as assigned.

  Qualifications

•   High school diploma or GED and a minimum of five years of experience in a similar position, BA degree strongly preferred;

•   A clear commitment to the educational philosophy of the school as articulated in the Goals and Criteria of Sacred Heart

  Schools and professional behavior based on such;

•   Oral and written fluency in English, additional skills in Spanish strongly preferred;

•   Ability to apply common sense understanding and to quickly and accurately carry out instructions, furnished in written or

  oral form;

•   Ability to ascertain which people may need immediate assistance and to act accordingly;

•   Must demonstrate a calm demeanor and peaceful confidence under pressure and in high-stress situations;

•   Must demonstrate complete competency with Google Suite and Microsoft Office;

•   Demonstrated ability to be a self-starter, work independently, and willingness to develop technology repertoire;

•   Ability to use basic office equipment;

•   Demonstrates strong editing/proofreading skills;

•   Must be available for occasional evening functions;

•   Ability to communicate effectively with all constituents in a school environment while exhibiting extreme diplomacy;

•   Demonstrated excellent attendance and punctuality.

  Physical Requirements and Work Environment

•   Regularly sit, talk, hear and to visually intercept visitors. Regularly uses close and distance vision;

•   Ability to occasionally lift up to 30 lbs. and regularly lift 10-12 lbs; ability to regularly and safely travel around a 64-acre campus; safely and regularly turns, bends, reaches, stoops and uses step stool to maintain office supplies / F/S mailboxes;

•   Works in a busy and sometimes stressful environment dealing with a wide variety of challenges, deadlines and a varied and diverse array of contacts;

•   Works in office environments that may or may not include air conditioning. Works at desk and computer screen for extended periods of time.

  To Apply - Please apply via email by sending a cover letter and resume to HRjobs@shschools.org You MUST indicate Prep Administrative Assistant 2020 in the subject line of the e‐mail. Please do not contact the Schools by phone or by unscheduled visit. You may also choose to mail your materials to: Sacred Heart Schools, 150 Valparaiso Avenue, Atherton, CA 94027 Attention Human Resources: Prep Administrative Assistant 2020