Administrator & Executive Assistant at Duma works

Job Responsibilities

Record-keeping/Database Management

• Responsible for implementing and maintaining all office and school record-keeping systems.
• Maintain a comprehensive web-based student database.
• Develop and tracks records and reports related to incidents, accidents, billing, average daily attendance, and test scores.
• Use both computer and manual filing systems which allow for efficient collection, retention, and retrieval of information.
• Complete forms which include purchase orders, online supply orders, conference/travel claims, mileage claims, timesheets, evaluation forms, enrollment cards, rosters and other related forms.
• Create and maintains student files.
• Maintains records for teacher and school budgets, student body funds, attendance, and other related records as needed.

Document Preparation

• Prepare, create, and compose letters, reports, bulletins, and other documents for the school or instructional programs.
• Answers routine correspondence for the school manager.
• Prepare documents from rough draft, notes, recordings, or oral instructions.
• Submit print requests.
• Prepare reports from confidential records.
• Operate computer and standard office equipment.

Communication/Customer Service

• Act as liaison between the school site and the general public by researching and conveying information concerning rules, regulations, policies, and laws.
• Addresse standard inquiries by letter, phone, e-mail, fax or personal contact.
• Maintain internal communication system insuring instructional, probation, and support personnel are kept informed of needed information.
• Interact with and assist students when necessary.
• Draft and interpret regulations and deal with queries and complaints procedures.
• Assist students and parents/guardians by explaining and enforcing school site requirements.
• Communicate as necessary with supervisor.
• Maintain confidentiality of records.

Site / Program Support

• Ensure that appropriate calendars of activities are maintained for the school including establishment of schedules for
  parent conferences, Individualized Education Program (IEP) meetings, school visitors, and other meetings.
• Assist in the process of registering new students.
• Coordinate and schedule transportation for students and staff.
• Planning and coordinating school events
• Assist manager and other staff in planning and preparing for staff meetings, inservices, conferences, and workshops.
• Assist in the development of office procedures;
• Ensure appropriate security and safety methods are employed within the office.
• Order supplies and equipment for school ensuring adequate levels are maintained.
• Organise and facilitate a variety of educational or social activities.

Qualifications

• A degree or higher in Business Administration or related field.
• 5+ years’ experience in an administrative role.
• Any combination of training and/or experience which demonstrates ability to perform the duties as described.
• Experience working at as an executive assistant is desirable.

Knowledge of:

• Standard administrative procedures and office operations, English grammar, punctuation, and spelling.
• Business formatting of documents.
• Basic research techniques.
• Standard software applications.
• Budget and accounting principles.
• Standard types of office filing systems.
• Proper telephone etiquette.

Skill and Ability to:

• Operate standard office equipment.
• Accurately prepare, create, edit, and design memos, reports, letters, and other documents.
• Maintain complex databases and management information systems.
• Learn new software applications.
• Communicate effectively in oral and written form.
• Proofread material and make necessary corrections.
• Utilize time management techniques to organize and prioritize work.
• Read, interpret, and apply rules, laws, and procedures.
• Follow instructions.
• Work independently.
• Maintain confidentiality of student and program information.
• Work cooperatively and effectively with students, parents/guardians, colleagues and the general public.

Skills

• Strong interpersonal skills to help you relate to students, academic staff, teachers, senior managers and colleagues in other areas of education administration.
• Excellent written communication skills.
• Team working skills and the ability to work alone without supervision.
• The ability to deal positively with change.
• Experience in organising, prioritising and managing your time effectively.
• IT skills in areas such as word processing, spreadsheets, databases and the internet as well as the use of social media.
• A flexible approach to work.