Seeking a dynamic person to join our team

Waldorf School on the Roaring Fork

Job Description

Administrative Assistant/ Registrar

As an Administrative Assistant:

• I am often the first face/first voice for those contacting the school. As such, I

serve as an ambassador for the school and provide an enthusiastic, positive

and warm experience for families who enter and/or make inquiry with our

school.

• I will professionally interact with parents and students at all times, and

direct them to the appropriate resource should I be unable to satisfy their

needs.

• I work to support the administrative team, and am flexible to accommodate

many varied requests to provide administrative and clerical services in order

to ensure effective and efficient school operations.

Responsibilities to include (other tasks as assigned)

Reception and General Office:

• Greet Visitors, sign them in, and direct them to appropriate parties between

the hours of 7:45 am and 3:45 pm Monday through Friday

• Promptly answer phone calls during school office hours and direct calls to

appropriate parties or take messages

• Deliver messages to faculty, staff and students

• Manage School Attendance (including collection and reporting)

• Manage Employee Attendance (including collection and reporting)

• Attend CPR/First Aid/Admin of Medicine and other pertinent trainings

• Maintain First Aid Packs for Faculty/Kinderhaus/Front Office

• Create/Maintain Emergency Response Binders with all-in-one forms for

Faculty and Offices

• Assist Early Childhood Director with compliance of student files

• Assist Office Manager and School Accountant as needed

• Provide support to Student Support teachers with distribution, collection and

filing of student support contracts.

• Provide support for Restorative Council with tracking data and filing reports

in student files

Provide Support to Administrative Council:

Business Administrator:

• Assist Business Administrator with employee File Creation/Maintenance

• Assist Business Administrator with maintenance of I-9 Binder, Authorized

Drivers and Chaperones Binder

• Assist Business Administrator with method to track daily bus ridership

Community Development Administrator:

• Assist Comm. Dev. Administrator (CDA) to manage website and online

calendar.

• Assist CDA with mailings for events and Annual Fund.

• Assist CDA in creating flyers for events

• Asst CDA with google docs for winterfaire and mayfaire sign ups

• Assist CDA in creating online registration for events

Faculty Administrator:

• Assist Faculty Administrator with Mass Mailings to Families

• Assist Faculty Administrator with Faculty/Staff Contact Sheet

• Assist Faculty Administrator with postings of employment opportunities on

website and job boards

Faculty and Student Support:

• Work with school nurse to maintain medical documentation, medication and

protocols as needed for students with medical needs.

• Make photo copies for faculty, administrators and students as needed

• Maintain Student/Families in DirectorySpot, SimpleTexting, Excel

Worksheets, FACTS, Newsletter Email Lists

• Assist 8th Grade Teacher with Projects Presentations and Graduation

Announcements/Flyers

• Be willing to be trained and serve as a TDP (Trained Diabetic Personnel)

and/or other medical admin needs

• Assist students with basic medical triage

• Maintain Faculty/Parent Information and Forms Folders

• Maintain Google Docs for Parent/Teacher Conferences and festival volunteer

sign-ups

Enrollment Function:

• Create/Maintain Class Lists for Enrollment Coordinator and Faculty

• Assist Enrollment Coordinator with Enrollment and Re-Enrollment Processes

• Utilize FACTS website for data mining and reporting

• Direct new parent inquiries to enrollment team or to website to initiate

formal inquiry

Registrar Function:

• Request student records for new students, send student record for departing

students

• Create student files for all new students, promote class files annually

• Maintain Student Files (including collection of necessary paperwork and

signatures, communication with parents as necessary to assure compliance,

student support documents and academic reports)

• Collect and report Immunization data for Early Childhood Program as

required by State of Colorado

Requirements:

• Maintain professionalism in dress, attitude, timeliness, flexibility,

organization and communication.

o Excellent organizational skills

o Excellent computer skills (database management/entry, google docs,

word, xcel spreadsheets, mail merges)

o Become a FACTS wizard

o Excellent written and verbal communication skills

o Courteousness and polite manner

o Timeliness with morning arrival at 7:45am

o Ability to greet and engage with people

o Willingness to encourage and facilitate direct communication

practices with colleagues

• Ability to think ahead, self-manage, and be flexible

• Ability to think systematically

• Ability to follow instructions and ask questions for clarity

• Ability to work as part of a team

• Understanding and knowledge of Waldorf philosophy, practices, and policies

• Proficiency with Apple computers, and Microsoft office suite and google docs

Lines of communication:

• Position reports directly to Business Administrator and Enrollment

Coordinator; however, will periodically be tasked by members of

Administrative Council and Office Manager

Working conditions:

• Position will include all school calendar days 7:45 am to 3:45 pm

• Position will include office hours during February teacher conference and

May class trip week, as well as 2 weeks prior to school start and one week

following end of school.

• Extensive computer use, sitting at desk

• Frequent walking to classrooms

• Occasional lifting and bending to file and organize

• Fast-paced office environment

Compensation:

• The position is currently seasonal (summers off) paid hourly at $25/hour,

position is not benefit eligible at this time. For the right person, depending on

qualifications and experience, and willing to take on summer coverage, a full-

time benefitted position (including tuition remission) may be possible for the

23/24 school year.

Waldorf School on the Roaring Fork

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Administrative Assistant/Registrar