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Administrative Assistant
Job Code:2024-ANTB36-LM-009
Location:Forest Lake Education Cen
FT/PT Status:Regular Full Time
  

Forest Lake Education Center
1275 Learning Loop
Longwood, FL 32779
myflec.com

Job Summary:
The Administrative Assistant/Office Manager provides day to day support and planning for future events at FLEC. They work directly under FLEC’s Principal, but work closely with the Vice Principals, Business Manager, and the Director of Advancement and Engagement. The Office Manager provides direct supervision and support for the front desk Receptionist.

Skills, Education, and Experience Required:
  • AS Degree or higher preferred, 5 years’ experience
  • Strong Command of English Language if some Spanish Language that would be good.
  • Effective communicator and interact well with others.
  • Applicant must be a Seventh-day Adventist church member in good standing.
  • Must possess a love for God and love for working with both adults and children.
  • Flexible and friendly.
  • Must be dependable, punctual, and self-motivated.
  • Some knowledge in Microsoft and Excel a must
  • Exceptional organizational skills
  • Must be trustworthy, respectful of families’ personal information as well as any information discussed while at work.

Job Responsibilities:
  • Assist all administration with their assigned duties
  • Meet weekly with the administrative team to approve requests and provide updates on planned activities
  • Perform general office reception duties included but not limited to responding to emails, voice mails, directing inquiries to the appropriate staff member.
  • Assisting students, staff, parents, and visitors with their requests
    • Lunch order management
    • School shirts
    • Appointments
  • Provide relief for the main receptionist for Lunch or other times where they are needing to be away from the area
  • Maintain Main Office supplies and update as necessary
  • Update Staff lists, directory, phone extensions, intercom lists, and classroom teacher/staff area signage.
  • Faculty Meetings
    • Maintain the calendar invite for these meetings when Virtual meetings are required
    • Maintain the minutes for all Faculty Meetings and provide a copy to the Principal
  • Prepare monthly and maintain documentation for the scheduled and specially called board meetings that include:
    • Preparing the board meeting space
    • Send out communications about meetings, agenda items, and minutes
    • Maintain attendance and keep accurate minutes of all meetings
    • Assist the Board Chair and Principal with any communications needed for board or committee members
    • Maintain physical copies of board items in the Board Leadership binders
  • Event Planning
    • Coordinate or assist with special lunches/parties
    • Open House (Assist Administration)
      • Communication
      • Planning and set-up o Preview Day (Lead) –
    • Kindergarten Preview Day
      • Planning with teachers and staff including ordering of materials, invitations, etc.
      • Communication to parents, churches, FLEC team
      • Set up for the day of event
    • Constituency Meeting
      • Maintain and update documents pertaining to the meeting
      • Request and collect from the constituent churches a list of delgates following FLEC’s Constitution and By Laws
      • Invitations and information packets mailed to or electronically emailed to delegates and churches
      • Plan PowerPoint Presentations
      • Arrange setup of the gym
      • Minutes and attendance
    • Meet with and plan events, communications, etc. with the Advancement and Engagement department
  • Fieldtrips/On Campus events
    • Collect requests
    • Request bus drivers if needed
    • Provide all pertinent individuals or departments with the approved plans that impact them
  • Assisting the Music Department with
    • scheduling performances and church programming
    • Festival of the Arts registration and information to students and parents
  • Manage
    • School Bell schedule o Intercom system
    • Phone system (may be transitioning to IT for main support, would still be back up)
  • Prepare and publish publications and information with the Advancement and Engagement department. To include:
    • Preparing digital slides for constituent church Sabbath morning announcements o Weekly Staff Update to school employees
    • Whole school communications
    • Graduation Bulletin
  • Maintain documents
    • School Handbook
    • Employee Handbook
    • Locally Funded Employee Handbook
    • School Calendar § School Master Calendar
      • Fieldtrip and On-Campus Events
  • Substitutes
    • Assist the Vice Principals with contacting and scheduling substitute teacher requests that come in during working hours.
  • Management of inventory of school uniforms
  • Other responsibilities as assigned by Administration which include but not limited to:
    • Assist with morning arrival of students. This may include, but not limited to, Cross Walk supervision, traffic flow supervision, etc.
    • Participate in Study Group days as planned with the VP for Curriculum
    • Attend or have a representative attend Faculty Meetings, etc.
  
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