Receptionist / Administrative Assistant

Position Summary:

The Receptionist / Administrative Assistant is an integral part of The Foote School responsible for managing the reception area and supporting the Business Office and Admissions Office. This position is responsible for maintaining a professional image, friendly environment, and a high level of customer service as the first point of contact for visitors to the school. This position reports to the Chief Financial Officer.

The Receptionist / Administrative Assistant role requires managing highly confidential information, superior administrative and organization skills, and comfort with problem solving under pressure. This position requires strong interpersonal and communication skills, and flexibility to balance day-t0-day priorities with longer term goals and projects.

The Foote School is deeply committed to diversity and an inclusive curriculum and community. We actively encourage applications from candidates with broad and diverse backgrounds and from individuals of all races, ethnicities, genders, and beliefs. We seek candidates who have a clear interest in being part of a community that challenges prejudice and is committed to diversity, equity, and inclusion.

Essential Duties and Responsibilities:

• Front Desk / Reception
• Greet and direct visitors to the school; manage reception area with a high level of professionalism and customer service
• Answer and direct incoming phone calls in a friendly and open manner; take and retrieve messages
• Coordinate the pick-up and delivery of all mail services (USPS, FedEx, UPS, etc.)
• Receive and sort incoming mail, as well as prepare and post outgoing mail
• Manage school-wide room, space, and van reservations
• Supports Crisis Team during drills and crisis situations as assigned
• Type correspondence and reports; edit and update various spreadsheets
• Support staff and administrators with general operation tasks
• Answer and send out faxes as needed
• Manage and communicate student attendance through Veracross
• Assist in coordinating student bus transportation including overseeing registrations , overseeing loading of buses through PikMyKid, communicating with vendors and parents as needed
• Process and receive book orders and supplies
• Collaborate with security guards and other personnel who work at the front desk
• Perform special projects and other related duties as required
• Works closely with other school offices to ensure smooth daily operations
• Perform other duties as assigned by the Chief Financial Officer
• Admissions Office Support
• Support preparation of admissions mailings - copies, stuffing envelopes, labels, and mails materials to inquiries
• Scan and upload application documents to student files on Veracross
• Ensure applicant files on Veracross are complete with all necessary documentation
• Follow-up with schools for final documentation
• Support with event preparation including but not limited to creating name tags, creating and managing registration forms, and food ordering
• Manage event registration email communication/lists
• Support communication with prospective and current families
• Organize, order and prepare assessment materials
• Help with other Admissions Department administrative tasks as assigned by the Director of Admissions 

Professional Skills and Personal Qualifications:

• Associates Degree or equivalent required, Bachelor’s Degree preferred
• 1-3 years previous experience in an office environment
• Excellent time management and multitasking skills
• Computer literacy; Proficiency in Google Suite and data entry
• Good planning and organizational skills
• Strong interpersonal, written and verbal communication skills
• Ability to maintain a professional appearance and manner
• Ability to work in a busy office environment and provide a high level of customer service with positive energy
• Maintain confidentiality of all school information
• Demonstrated analytical and problem-solving skills, with attention to detail and accuracy
• Ability to exercise sound judgment and work effectively with personnel, students, and families
• Ability to prioritize and work under deadlines
• Demonstrate the ability to work as a team and to work independently with little supervision
• Demonstrated ability to be flexible and embrace change in support of the organization’s mission and goals
• Appreciate diversity and demonstrate cultural competence
• Ability to work well with students, families, and employees from different walks of life 
• Flexible, nimble thinker, thoughtful and efficient problem-solver, strong ability to look ahead and plan effectively, and deftly anticipate and avoid roadblocks 
• Joy for life, trustworthy, kind, and approachable, sense of humor, and morally upstanding

Compensation will be commensurate with experience and qualifications. This is a full-time, non-exempt position. The school year job hours are Monday - Friday: 7:30 a.m. - 3:30 p.m.; summertime hours: 8:00 a.m. - 4:00 p.m. 

Please submit the following to employmentinquiries@footeschool.org

• Current resume
• Letter of interest
• List of three references

Salary Range: $45,000 - $60,000 annually.

Thank you for your interest in The Foote School!

About The Foote School

A coeducational school for students in Kindergarten - Grade 9 that reflects its motto, "Gladly will I learn and gladly teach" throughout its strong and varied curriculum. Seventeen-acre campus near downtown New Haven and Yale University.

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