Description
The High School Administrative Assistant provides confidential, consistent, and professional support to the High School Principal, as well as to the faculty, staff, students, and families. This individual plays a vital role in ensuring the smooth operation of the high school office by anticipating needs, coordinating logistics, and maintaining a warm, professional presence while providing leadership, stability, and a spirit of service.
Requirements
- Attention to detail with word processing, spreadsheet and database skills
- Basic accounting or bookkeeping experience, especially in a school or nonprofit setting
- Ability to operate office technology, including the use of computers and copiers
- Knowledge of organizational procedures to maintain office efficiency
- Ability to communicate effectively, both orally and in writing
- Working knowledge of the school: mission, philosophy, and day-to-day operations
- Ability to work well with others, including administrators, faculty, staff, students, parents, and the community
- Demonstrate flexibility during the busiest times of the year and when unexpected tasks arise
- Experience with Microsoft Office, Google Workspace, and Blackbaud systems is preferred
- Strong interpersonal skills and a service-oriented mindset
- Ability to manage multiple priorities with grace and efficiency
Responsibilities of the High School Office include:
- Make appointments and coordinate schedules for High School Administrators
- Type and send correspondence from High School Administrators
- Requisition and maintain inventory of supplies for the office
- Place orders for materials related to the operation of the High School, including student and teacher supplies; assist in the distribution of materials
- Maintain all necessary information related to the budget, including submitting records of expenses to the business office
- Serve as the high school bookkeeper, submitting necessary financial information to the business office in a timely manner
- Serve as a welcoming point of contact for all visitors to the High School
- Assist with materials such as curriculum documents, handbooks, class rosters, and various schedules
- Maintain organized records of all outgoing correspondence for reference and compliance
- Organize the High School office in an efficient, orderly manner
- Maintain High School Master Calendar, including communicating upcoming dates to the website and student management system
- Prepare and distribute weekly reminders, monthly calendars, schedules, back-to-school documents, end-of-year mailers, and other relevant materials
- Schedule facilities used for high school events, assist with scheduling and updates as needed
- Receive, sort, and distribute mail
- Provide backup support for the high school receptionist, which requires knowledge of their most important duties
- Maintain confidentiality
- Support the planning and execution of key school events such as graduation, awards ceremonies, and parent nights
- Ensure timely updates to internal and external communication platforms, including the school website and student information system
Responsibilities to Faculty include:
- Call and obtain substitutes for faculty if the faculty member becomes too ill to secure a sub independently
- Assist with substitute training, maintain a log of substitutes, distribute materials (including ID card and key), escort substitutes to rooms and assist as needed
- Document teacher attendance (as necessary)
- Document substitute attendance via the school’s payroll system
- Coordination facilities use forms for in-school events and field trip forms, including check requests
- Prepare materials for faculty meetings
- Assist with various supervisory duties
- Support faculty with administrative tasks related to field trips, events, and classroom needs
- Assist with onboarding and orientation of new faculty members
Responsibilities to Students include:
- Prepare invitations, programs, etc. for High School events
- Maintain confidentiality
- Maintain accurate and confidential student records in accordance with school policy and FERPA guidelines
Responsibilities to Parents include:
- Serve as a liaison between parents and school leadership, ensuring timely and respectful communication
- Assist parent volunteers
- Coordinate mailings and digital communications related to academic progress, events, and school updates
- Print and mail academic records, including report cards and standardized test results
Perform additional duties as assigned by the High School Administrators, Chief Financial Officer, or Head of School in support of the school’s mission.
The Christian Academy of Knoxville (CAK) employee must be a spiritually sensitive individual who understands the school's mission and philosophy. The employee must be a born-again Christian with spiritual maturity and the academic and leadership abilities necessary to teach God's truth. Skills in effective communication with diverse individuals, the ability to handle confidential information appropriately, and maintaining a courteous, professional, and respectful attitude and integrity in all situations are prerequisites.