Job Description

Administrative Assistant to the Vice Principal

Job Goal: To provide support to the Building Principal and Assistant Principals. To have a welcoming atmosphere and ensure the efficient operation of the Main Office by also assisting staff, students, parents, and community members with a variety of issues/inquiries.

Qualifications:

• Strong proficiency in Aspen, Microsoft Office and Google Suite
• Highly organized
• Ability to multi-task in a fast-paced environment
• Ability to interact with a variety of stakeholders in a professional manner

Shared responsibilities include but are not limited to:

• Handling phone calls, emails and other communication to and from the main office

• Assist students, faculty, and staff
• Assist office visitors (parents & community members)
• Distribute mail, sign for deliveries, and assist in the distribution of deliveries
• Receive and distribute faxes
• Provide support to the security desk as needed
• Print ID cards for students, faculty, and staff as needed
• Communicate maintenance issues with custodial staff
• Assist with daily attendance (absences, tardies, and dismissals)
• Assist other administrative assistants as needed
• Other duties as assigned by the principal or the principal's designee

Position responsibilities include:

• Building Use
• Process Building Use forms
• Maintain Building Use and SHS Calendar
• Process billing for building use
• Copiers
• Schedule repairs as needed and coordinate with the repair person
• Order supplies
• Parking
• Assign staff parking and distribute permits
• Process paperwork and payments from students and assign parking
• Order permits for students and staff
• Scantron
• Order supplies
• Student records in Aspen
• Update student information as needed
• Assign student lockers for incoming freshman and new students
• Add new stud

• Honor Roll publication
• Create honor roll lists from Aspen and submit them to newspapers for publication
• Graduation - Plan and coordinate aspects including:
• Create graduation program
• Create a graduation plan/schedule binder
• Gather speeches from the principals, students, and faculty speaker
• Plan format with principal
• Order caps & gowns for seniors & staff
• Order diplomas and diploma covers
• Order the stage and chairs
• Order other items as needed
• Distribute caps & gowns
• Run rehearsal and graduation
• Senior Banquet
• Organize scholarships & awards
• Order medals
• Senior Obligations
• Gather information on outstanding senior obligations from faculty & staff (books, fees, uniforms, and other SHS materials)
• Oversee collection of obligations
• Underclassmen Obligations
• Gather information on outstanding senior obligations from faculty & staff (books, fees, uniforms, and other SHS materials)
• Send out collection letters

• Underclassmen Awards
• Gather information and coordinate awards with faculty & staff
• Maintain students' records in Aspen

Full-time position (12 months)

Hourly rate per contract

INTERNAL CANDIDATES SUBMIT LETTER OF INTEREST TO DENNIS KOHUT OR COLLEEN FINN

The Swampscott Public Schools does not discriminate or tolerate harassment against students, parents/guardians, employees or the general public. No person shall be excluded from or discriminated against in admission to the Swampscott Public Schools, or in obtaining the advantages, privileges and courses of study of the Swampscott Public Schools on grounds of race, color, religious creed, national origin, sex, gender identity, sexual orientation, pregnancy or pregnancy related conditions, age, genetic information, ancestry, children, marital or civil union status, veteran status or membership in the armed services, receiving of public assistance, homeless, or disability.

Job Tags

Hourly pay, Full time, Contract work,

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