The Waldorf School on the Roaring Fork

Administrative Assistant and Registrar

Job Duties

March 20, 2015

Requirements:

  • Excellent organizational skills
  • Excellent written and verbal communication skills
  • Courteousness and polite manner
  • Ability to greet and engage with people
  • 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
  • Proficiency with Apple and Microsoft products
  • Understanding and knowledge of Waldorf philosophy and practices
  • Participation in school events such as festivals and events
  • Abide by school policies as articulated in the school’s Employee Handbook and Procedure Manual

Duties/Tasks

Front Office Assistant:

  • Serve as an ambassador for the school and provide an enthusiastic, positive, orderly, warm and welcoming experience for all who enter and/or make inquiry with our school
  • Professionally greet and interact with visitors, parents and students at all times, and assist or direct them to the appropriate resource
  • Maintain professionalism in dress, attitude, timeliness, flexibility, organization and communication
  • Answer daily calls attentively (goal by 2nd ring), relay/forward messages and deliver messages to faculty, staff and students in a timely manner
  • Maintain confidentiality in all communication and information
  • Oversee student and visitor sign in and sign out
  • Edit printed material (ads, newsletters, written correspondence) as requested
  • Maintain purchasing of office supplies
  • Create/Maintain bus passes for students
  • Assist students with basic medical triage
  • Manage school attendance (including collection and reporting)
  • Make photo copies for faculty, administrators and students as needed
  • Maintain student/families in DirectorySpot, SimpleTexting, Excel worksheet, TADS, newsletter email lists
  • Create/maintain class lists for enrollment coordinator and faculty
  • Maintain faculty/parent information and forms folders
  • Maintain TADS website with TADS representative
  • Maintain WIKI pages for Parent/Teacher conferences
  • Assist 8th grade teacher with projects presentations and graduation announcements/flyers
  • Maintain First Aid packs for faculty/kinderhaus/front office
  • Assist Office Manager and School Accountant as needed

Registrar:

  • Assist Enrollment Coordinator with enrollment and re-enrollment processes, including forms creation and updates in TADS (such as medical information forms, policies and procedures, and information that families must review and sign prior to enrollment).
  • Maintain student files (including collection of necessary paperwork)
  • Support Early Childhood Director with student file maintenance, request of parents any required documentation, keep file of current students accurate and up to date
  • Assist Enrollment Coordinator with Kinderhaus employee HR file creation/maintenance

Assistant to Administrative Council:

  • Assist Business Administrator, Community Development Administrator and Faculty Administrator as requested, to include:
  • HR File creation/maintenance
  • Maintenance of I9 binder/Authorized drivers binder
  • Create/maintain Emergency Response binders for faculty and offices
  • Help manage online calendar and social media sites
  • Maintain First Aid Packs for Faculty/Kinderhaus/Front Office
  • Creation, distribution and update of Faculty/Staff contact sheet
  • Assistance with substitution needs
  • Assist with creation and compilation of Community & Alumni Highlights for newsletter
  • Assist with marketing effort to include submission of PSA to newspapers, website, radio
  • Oversee the transition of data from blackbaud to TADS
  • Website maintenance – updating of calendar, job descriptions, document posting & other changes
  • Create and distribute welcome packets for new families
  • Support the annual auction event with creation of online silent auction catalog

Lines of communication:

  • Position reports directly to Business Administrator and Enrollment Coordinator; however will periodically be tasked by Administrative Council Members and Office Manager

Work hours: every day school is in session 7:45 a.m. – 3:45 p.m. Monday-Friday, also including Parent/Teacher conference days, up to one week prior to the start of the school year and one week after the end of the school year.