Job Detail

La Reina is currently seeking a full-time Front Office Administrative Assistant (Monday – Friday 7:00 a.m. – 3:30 p.m.) who is responsible for providing a warm, welcoming and inviting environment for students, staff, parents, and visitors. The Front Office Administrative Assistant will be performing administrative duties while overseeing and managing the front office.
This position reports to the Principal and has the following responsibilities:

• Answer incoming phone calls in a pleasant, professional and informed manner for the purpose of providing and creating a good image and first impression of the School.
• Greet all incoming students, families, and guests respectfully and professionally, determining their needs, checking scheduled appointments, and directing them to the proper person or department.
• Provide a warm and welcoming environment in the front office.
• Check voice mail messages left in school’s general mailbox on routine basis and distribute accordingly those messages needing immediate attention.
• Be knowledgeable and current on school activities, programs, and events related to the school calendar.
• Select appropriate channels for resolving concerns or problems as situations present themselves.
• Require all visitors to sign-in and identify themselves; provide appropriate passes and badges following policy and protocol.
• Maintain accurate attendance and tardy records for the students and assists the Principal in contacting parents regarding La Reina’s tardy and absence policy.
• Check students in and out, issue passes and monitor requests for early dismissals.
• Manage student immunization records.
• Oversees all front office activities while maintaining a clean, neat and welcoming front office, mailroom, and personal workspace.
• Maintain, orders, and restocks front office, mail room, and faculty lounge supplies including items from Staples and La Reina stationary from Vanguard.
• Process outgoing mail each day for postage and mailing.
• Receive deliveries from outside supply and delivery services, ex. Fed-Ex, UPS, Amazon; arrange for the distribution to the relevant department.
• Assist with Student ID cards and locker assignments.
• Coordinate faculty substitutes and collects emergency lesson plans from teachers.
• Report faculty absences to Human Resources.
• Assist the Principal with ordering academic supplies for faculty and provide support as needed.
• Work with courtesy, tact, and diplomacy in dealing with others while having the ability to work cooperatively as part of a team.
• Hold in strict confidence all matters pertaining to individual students and the school.
• File regulatory reports as required.
• “Communication Central” for faculty, staff, administration, parents, and visitors.
• Assist Registrar with the annual classroom textbook orders.
• Obtain data from Principal as requested (for Private School Affidavit, School Census, and other misc. reporting). Assist with reporting as requested.
• Pack up, archive and place in storage all old physical student files and forms each June, keeping only previous fiscal year files and current fiscal year files in office.
• Assist the Registrar with maintenance of cumulative files and prepare new files for fiscal year.
• Monitor early dismissal for athletes.
• Maintain faculty/staff phone directory, Who’s Who, cell phone/email address roster.
• Provide for students’ personal needs such as attending to those who are sick or hurt and contact parents of students who have become ill and who need to go home.
• Assist the Dean of Students with quarterly discipline records.
• Assist the High School Director of Campus Life in preparing the graduation program.
• Provide for the storage of necessary documents at the close of the year.
• Provide for the shredding of dated documents at the close of the legal retention period.
• Assist the Summer School Director with summer school.
• Complete other responsibilities as assigned by Administration.

TO APPLY
Please submit a resume and cover letter to cbarrera@lareina.com addressing your background and experience. Write “Front Office” in the subject line of your email.
Compensation will be commensurate with qualifications, education, and experience.
La Reina offers a comprehensive benefit package to all full-time employees.

Requirements

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.

La Reina provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.