Office Assistant

Job Description

Job Description

Salary :

The Office Assistant is under the direct supervision of the Head of School. The Office Assistant is pivotal in presenting the first impression by which the community perceives International High School of New Orleans.

The Office Assistant supports the organization's mission, vision, and values by exhibiting excellence and competence, courtesy, respect, commitment to the school community, accountability, and ownership.

The position requires demonstrated poise, tact, and discretion. This Office Assistant requires strong service-related people skills and problem-solving skills as this position is generally the first contact and has significant responsibility in representing the school.

Work involves utilizing specialized computer-driven file maintenance, word processing, and spreadsheet programs. Work also involves supporting the integration of data-driven decision-making, preparing, submitting, and maintaining various reports.

The employee is responsible for troubleshooting errors or other operational problems with student data software; and performs a large variety of clerical, secretarial, and administrative duties involving analysis of data.

This position is also responsible for the successful operation of the Student Admissions and in the shared goal of increasing applications, enrollment, and retention in support of the International High School of New Orleans mission.

This is a 12-month position.

Major Duties and Responsibilities

Culture, Ethics, and Integrity

Understands, communicates, and exemplifies the goals and vision of the organization and the Head of School’s Office.

• Contributes to and maintains the organization’s culture and identity, using the organization’s Core Values as a guide.
• Helps create an environment and culture that enables the organization to fulfill its mission by meeting and exceeding its annual and long-term goals by : conveying the school’s mission to all staff, motivating and providing staff with the resources required to improve performance, and holding staff accountable to performance.
• Operational Leadership
• Organize main office area for efficiency, safety, and appearance.
• Coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Receive, sort and deliver incoming mail, deliveries and faxes.
• Manage main outgoing voicemail greeting and general incoming voice mail message box.
• Maintain Visitor Log and ensure that Visitors provide and receive proper identification.
• Assist with the distribution of school staff communication / materials as needed or required.
• Operates a variety of office machines including computers, calculator, copier, and other office machines and equipment.
• Provides information and assistance to students, staff and general public, as needed.
• Give out routine program information, answer inquiries and furnish information requiring knowledge of basic school mission, charter, procedures and policies.
• Provide callers with information such as school address, directions to the school location, fax numbers, website, and other related information.
• Maintain internal school bulletin board with upcoming school events.
• Communicate with classrooms via intercom system for paging students and / or staff.
• Greet and receive students, school staff, and school visitors in the main office.
• Professionally and respectfully answer telephones and direct the caller to the appropriate destination, receiving and relaying messages to staff and faculty.
• Performs a wide variety of clerical and typing functions related to the office to which assigned; establishes and maintains files and records, as directed.
• Receive student payments and issue receipts.
• Prepare student tardy slips and report for data department.
• Collect and route home-school communications, forms and payments from classroom to appropriate department personnel.
• Assists with daily student attendance data including tardy slips, early pick-up / late arrival logs (Student check-in / check-out) & coordinate with nurse and counselor.
• Coordinate and attend assigned recruitment fairs / activities with other schools, outside agencies, and organizations.
• Develop and maintain public relations materials for admissions.
• Serve as the point of contact for recruitment and enrollment services provided to area elementary, middle and high schools.
• Provide information regarding admissions to prospective students and parents via phone, mail, and personal visits; follows up with mail or phone calls as needed.
• Plan, organize and execute Student Shadow Days .
• Strategic Planning
• Develops and implements policies and procedures for student admissions (OneApp) and conducts audits to ensure compliance with processes.
• Maintain electronic documentation on recruitment activities, prospective students, enrollment, and outcome achievements;

prepare monthly enrollment reports, annual reports, and regular status updates. Research the IHSNO student population to ascertain factors that contribute to student attrition.

• Schedule and coordinate school wide student and class picture days.
• Maintain schedule book for meeting rooms.
• Schedule appointments with parents for Head of School.
• Resource Management

Assures the timely distribution and receipt of a variety of instructional materials and reports; requests information, as necessary to assure completeness and accuracy.

• Orders, receives, shelves, and distributes a variety of supplies and materials.
• Maintain front office machines, stock and coordinate repairs

Maintain a neat and well-organized reception area.

• Keep necessary forms and applications stocked and available.
• Maintains office and classroom supplies in supply storage area. Coordinates routine supply requests from teachers and staff.
• Communicate status of application and transfer files to Data Management Representative.
• Create reports from OneApp and / or PowerSchool as directed and include status reports of admission progression.
• Advocacy
• Stays informed about research findings, emerging trends, and initiatives in education in order to improve practices.
• Participates in meetings, workshops and seminars for the purpose of conveying and / or gathering information required to perform functions.
• Keeps abreast of changes and trends in the area of Student Enrollment.
• Assist with developing strategies to support on-going excellence in student recruitment, admission process and reporting.
• Other

Work within a diverse population; work with data of widely varied types and / or purposes; and utilize a variety of job-related equipment.

• Attends admission (OneApp) trainings and acts on behalf of the organization.
• Perform other administrative tasks and / or special projects as requested.
• Perform other duties as assigned.

Minimum Qualifications

Education & Experience

Possession of a high school diploma or equivalent (GED), some college experience preferred. Minimum 3-year customer service experience and experience in the use of a multi-line telephone system in an office / school reception setting.

Must know basic office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired by 3+ years of related experience.

Bilingual or multilingual Spanish required .

Skills

Must have basic knowledge of a variety of computer software applications including Microsoft Office Suite and customized databases.

Ability to work efficiently and accurately with minimum supervision in a dynamic, interrupt-driven environment. Possess strong organizational skills, excellent verbal and written communication skills.

Ability and willingness to represent the school professionally and courteously to parents, students, and visitors. Able to work with diverse groups and populations, have good judgment and creative problem-solving skills.

Ability to deal tactfully and courteously with callers and guests, attend to their requests in a timely and empathetic manner, and calmly handle several responsibilities at a time.

Ability to follow oral and written instructions; to work independently on assigned tasks as well as to accept direction on given assignments.

Able to work collectively with the administrative team. Ability to interpret and apply School regulations and policies equitably with parents and students.

Establish and maintain cooperative working relationships with others.

Work Conditions

Individuals may need to sit or stand as needed; and may require walking primarily on a level surface for periodic periods throughout the day.

Individuals must be able to climb stairs. Reaching above shoulder height, below the waist or lifting as required to file documents or store materials throughout the workday.

Proper lifting techniques required; may include lifting up to 15 pounds for files, office supplies, computer printouts on occasion.

Other Requirements

Valid Louisiana Driver’s License.

Must be vaccinated against Covid 19

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities and duties required.