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Administrative Assistant

Administrative Assistant

Administrative Assistant

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Accentuate Staffing is recruiting for an Administrative Assistant to join a leading organization in downtown Raleigh, NC.  This role will support a VP level manager and staff.

Responsibilities:

  • Manages a multifaceted schedule and provides administrative support to the VP and others as directed, including scheduling appointments, updating standing meetings, and contacting parents and students; evaluates, anticipates, and prioritizes the needs and operations of office;
  • Manages attendance, including initial communication with parents and students, maintaining records in Veracross, entering data as needed and keeping faculty and advisors informed of issues that require follow-up;
  • Assists other member in the department to organize testing, grading and reporting periods and various activities that take place in the academic department
  • Creates finished documents from notes or outlines, including letters, memos, project summaries, reports, meeting agendas, meeting minutes, spreadsheets and presentations;
  • Coordinates and schedules meetings, meeting rooms and required equipment for meetings;
  • Creates and maintains filing systems and files for the department, both electronic and physical;
  • Processes business office documents for the department (expense reports, check requests, invoicing); processes personnel forms for the academic department according to school policy, including attendance and leave forms;
  • Schedules substitutes for planned teacher absences, may assist with finding substitutes for unscheduled teacher absences;
  • Assists in directly helping students to acquire organizational skills and is prepared to work with students during a regularly scheduled class period.
  • Maintains various academic files and records; prepares or assists in preparing forms and materials related to faculty and curriculum; prepares or assists in preparation of academic documents and statistics related to the academic program for internal and external purposes including accreditation and compliance with state regulations;
  • Assists with maintenance of Naviance/Family Connection website.
  • Maintains accurate lists of staff and takes staff attendance during fire/emergency drills;
  • Assists in planning other emergency drills;
  • Prepares minutes from faculty meetings;
  • Coordinates or assists with key campus events as they arise;
  • Serves as a member of the Reception Coverage Team with some periodic lunch coverage and vacation and sick leave coverage for front desk receptionist;
  • Maintains an adequate supply of materials for the academic department;
  • Assists with hiring in the academic department, manages correspondence with applicants, organizes interview schedules, and assists with travel arrangements for candidates;
  • Contributes positively to employee morale; maintains a positive, pleasant demeanor to all constituencies; provides positive encouragement to students;
  • Easily interacts with adolescent girls and provides positive encouragement to students;
  • Possesses facility for building relationships with the faculty and staff, students, parents, and other key constituents by exhibiting the ability to approach and resolve challenging situations positively;
  • Upholds the strictest confidentiality in all matters ensuring integrity, respect, and confidence in the VP’s office, keeping the VP apprised of necessary situations;
  • Performs weekend and night responsibilities to support the life of the school community and the academic program as required by the position or requested by your manager/supervisor or designee.

Requirements:

  • Exercise sound judgment, discretion, strong listening skills and absolute confidentiality;
  • Communicate effectively, diplomatically, and with confidence when interacting with faculty, staff, students, parents, and other constituents;
  • Maintain professional and technical knowledge by seeking additional training, attending educational workshops, and reviewing professional publications and resources pertaining to your position; and,
  • Proficient with technology including the ability to remain current with contemporary and emerging technologies.
  • Associate Degree, Bachelor’s degree preferred, in business or related field and minimum of 5 years of administrative support experience or any appropriate combination of education and experience;
  • Strong organizational skills and the ability to multi-task and meet deadlines;
  • Demonstrate flexibility and adaptability to succeed in a varied, changing, fast-paced environment;
  • Apply common sense understanding and carry out instructions furnished in written or oral form;
  • Ability to ascertain which people may need immediate assistance and to prioritize accordingly;
  • Initiative, problem-solving skills, attention to detail, positive attitude, and sense of humor;
  • Ability and willingness to work an extended work day as needed with appropriate compensation;
  • Solid working knowledge of all MS Office applications with expertise in Word, Excel and PowerPoint;
  • Experience using institutional database platforms with expert knowledge of Veracross or similar platform preferred; and,
  • Excellent written and verbal communication skills.

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