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Administrative Assistant - Malvern, PA

Commonwealth Charter Academy | PA

Posted Date 7/11/2024
Description Position Description
Administrative Assistant - Malvern, PA

Position Summary

Working full-time from and reporting daily to our Family Service Center located in Malvern, Pennsylvania, the Administrative Assistant is responsible for administrative tasks within the second floor of the Family Service Center, serving as the administrative resource for the staff within the assigned center, answering incoming phone calls, responding to general voicemails and emails, facilitating any center specific needs, and providing coverage for the main floor front desk Receptionist/Administrative Assistant.

In order to be successful in any role at CCA, employee must carry out all responsibilities in such a way that demonstrates and models the values of CCA, abides by all standards and behaves in a professional and engaged manner at all times.

The Administrative Assistant will be responsible for the successful completion of the following tasks:
  • Greet staff, students, families, and visitors by demonstrating the highest level of customer service and responsiveness at all times.
  • Handle incoming calls (triage inquiries, transfer/introduce calls, and take and disseminate messages).
  • Maintain shared spaces (i.e. general daily appearance and flow, attend to common areas, etc.).
  • Schedule and coordinate: appointments, conference/Live Lesson room usage
  • Receive, distribute, and prepare mail/UPS/FED-EX. Operate and maintains the postage machine including maintenance.
  • Order office supplies and maintain supply storage areas as needed and/or requested. Ensure that orders are tracked, approved, and in accordance with CCA policies.
  • Greet and assist with registering students at school events held at assigned Family Service Center.
  • Administrative Assistant may be tasked with supporting a specific area/department of the overall school. Tasks assigned could include the following:
    • Supporting various departments throughout CCA on specific tasks or special projects that could include HR, IT, Outreach, Business Office, School specific projects, Enrollment, Truancy, and other areas in which additional support is needed. Such assigned tasks would then be facilitated by that Department Manager in conjunction with the Manager of all FSC Receptionists/Administrative Assistants to ensure appropriate workload, effectiveness, responsiveness, and accountability.
    • Providing administrative support for both center and school-wide events such as Family Fun Fests, Graduation, Back-to-School, and the welcoming of new staff to the assigned Family Service Center.
    • Working with both Site Lead and Facilities to serve as a liaison for communicating with vendors on facility-centric needs and the coordination of services.
  • Support facilities with on site tasks such as: creating swipe badges, assist with monthly fire drills, point of contact for custodial services.
  • Serve as point of contact in the absence of the Site Lead
  • Additional duties as assigned.


Competencies
  • Excellent verbal and written communication skills
  • Ability to work effectively both with and without supervision and within a team-oriented and collaborative environment
  • Highly detail-oriented and thorough, strong organizational skills, and demonstrated strong time management skills
  • Demonstrated proficiency in various technology programs including Microsoft OS and MS Office
  • Exceptional customer service skills
  • Demonstrated ability to work well in fast paced and deadline-oriented environment
  • Ability to work remotely, if necessary and/or as needed
  • Ability to work some occasional evening hours, as needed to support families

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and other technology.

Physical Demands
This is largely a sedentary role. Requires the ability to lift, squat, sit, bend or stand as necessary. Ability to travel to other sites/locations as needed.

Position Type
  • Full-time
  • Non-Exempt
  • Hourly

Travel
  • Travel may be required for this position.

Required Education and Experience
  • High School Diploma
  • 1 year of relevant work experience

Preferred Education and Experience
  • Associates Degree
  • 5 years of relevant work experience

Additional Eligibility Qualifications
  • Valid PA Driver’s License
  • Appropriate Automobile Insurance Coverage

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.


Commonwealth Charter Academy
is an equal opportunity employment,
educational and service organization.

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