Administrative Assistant

The Lab School Overview

The Lab School staff as part of the School Team, focus on the Elementary Learning Center, Deep Creek Middle School, and our outreach programs in South Eleuthera, working collaboratively with a dedicated group of colleagues and students in a flexible, team-oriented environment. In your job, you must demonstrate a high degree of flexibility and be willing to stretch beyond a traditional job description.

Position Overview

The Administrative Assistant is a member of the Lab School administrative team and is responsible for supporting the delivery of our high-quality experiential education program. This role requires flexibility and excellent time management as the work environment is fast-paced. The Administrative Assistant is responsible for confidential and time sensitive information related to students, family and staff. The role demands a high level of professionalism, confidentiality and trust. Within this role, you engage with students and families to support the vision & mission of the components of our Lab School, support community outreach clubs and afterschool programs, and build and maintain partnerships within the local and Cape Eleuthera Island School (CEIS) community. The Senior Administrative Assistant serves as a proud ambassador of the Cape Eleuthera Island School and all of its programs.

This is a full-time year round position. School is open five days a week from 7:30 AM-4:30 PM from mid-August to mid-June; however summer administrative duties continue throughout the summer months of June, July, and August. Required hours may vary depending on the program needs.

Essential Duties and Responsibilities

Financial

• Assist with accounting functions (tuition deposits, reimbursements, float accounting, receive and log payments, etc)
• Regularly review student accounts and communicate with parents regarding upcoming payment dates
• Order uniforms and supplies
• Liaise with the accounting department

Communication

• Conduct written and verbal communication on behalf of the principal and the school
• Answer telephone calls, receive and direct visitors
• Confirm and communicate schedules with the bus driver
• Generate program content with the Communications Team for publication (eg honor roll, admissions flyers and slideshows, publications, weekly newsletters for The Lab School)
• Communicate with parents regarding changes to the school schedule, student illness or other unexpected changes in the daily routine
• Maintain and update contact information for alumni; assist with alumni outreach
• Oversee communication for the yearly admissions process for DCMS and ELC and contribute to preparing annual and occasional reports

Clerical

• Maintain electronic data and paper management tasks such as grade history, GPA, attendance, report cards, photos, etc.

Community Outreach/PTA/Parent Community

• Assist in PTA fundraising initiatives and PTA relations
• Assist with school based fundraisers and special events
• Positively represent The Lab School within the community - seek out opportunities to extend The Lab School within the local community

Duties for DCMS Student Travel and Summer Camp Program Facilitation

• Coordinate with admin team, teaching staff and the Community Engagement team to plan logistics of off-island trips, summer camp program and other student travel opportunities

• Develop network of contacts for excursions - keep records for future use Summer Camp Programs

• Coordinate with admin team to communicate summer camp program details to families

• Contact summer school providers and facilitate student selection and placement

• Plan and facilitate logistics for students and design handover details for those covering the summer months logistics

Essential Duties and Responsibilities for DCMS Boarding School Application Facilitation

• Develop Boarding School Program Calendar and Schedule
• Solicit and send Application to families
• Connect and forge relationships with
  • Admissions Directors
  • Financial Aid Directors
  • Directors of Enrollment
  • Recruitment Officers
• Communicate regularly with DCMS applicants and families
• Schedule mock and real interviews, parent and student workshops,
• Coordinate families to attend school fair in Nassau
• Coordinate SSAT
  • Book testing dates/registration/ordering tests/shipping and returning tests
  • Purchase waivers for 9th graders
  • Create invigilation schedule
  • Follow up with families once results have been posted

Additional duties

• Support  the DCMS Grade 9 graduation fundraising and planning efforts
• Participate in events outside the school day, including but not limited to parent conferences, parent information meetings, organization-wide events, student initiatives, fundraisers, etc.
• Safely transport students in CEIS vans (as needed)

Professional Development

• Engage in ongoing professional development within The Island School organization to further your professional growth and the objectives of the school.
• Seek out opportunities for professional development to support your continuing education
• Participate in faculty meetings twice per week

Other Duties

Please note that this job description is not exhaustive and does not cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this position. Duties, responsibilities and activities may change at any time and without notice.