Job description

JOB DESCRIPTION:

Position summary: This position is physically located in our front office and is the first impression we give as a school for visitors, parents, students and staff. They will be first in line to answer incoming calls and greet guests. It is imperative that the front office makes a good impression for our VIMSIA family and visitors. Parents, students and guests will make their first inquiry stop at the front office, where often their needs can be totally met. If not, Administrative Assistant will facilitate their needs by directing them to another, forwarding information, or finding out how to help them.

Key Accountabilities:

● Front Office

○ Greet and provide excellent support to visitors. Help students with general needs and inquiries.

○ Provide front office / first contact parent answers – school hours, holidays, calendar questions, basic policy questions, as found on our website, vimsia.org

○ Carry out administrative duties to support the front office and admissions such as filing(manual and digital), copying, binding, scanning etc.

○ Direct phone calls and/or communicate phone messages as appropriate.

○ Become familiar with school email and texting systems to support parent communication.

○ Assists with school website calendar maintenance.

○ Coordinate drop-off and pickup of “things” and messages (mom drops lunch, or a textbook, etc); Deal with lost items.

○ Facilitate bus service logistics including loading at dismissal; Manage and distribute Ferry passes

○ Facilitate the needs of visitors as appropriate.

○ Support the Office Manager as needed with banking runs, tax deposits and general errands.

○ Admissions Assistant

○ Assist Admissions Director with tasks associated with general inquiries, admissions, and student information such as responding to admissionsand following up with phone inquiries.

○ Partner with Montessori and PGIA teams for scheduling interviews, visits and observations for current and prospective parents.

○ Support in facilitating overall admissions/student information process

○ Uploading/managing form submissions (transcripts, health forms, testing documents etc) and other student information as necessary.

○ Support in maintaining class lists.

○ Support with maintaining current and former students’ academic records

○ Complete tasks and experiences designed to develop an understanding of VIMSIA’s programs/offerings and the Montessori/International Baccalaureate curriculums.

● Supplies Coordination

○ Maintain a clean and well-stocked Front Office and Staff Lounge.

○ Receive, sort, and distribute the mail.

○ Maintain cleaning supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

○ Fulfill supplies requests following established procedures.

Essential skills and experience:

● The ability to work cooperatively with different personalities and individuals of diverse racial/economic/cultural backgrounds.

● Good oral and written English communications skills: grammar, composition, spelling, and punctuation, business correspondence formats, excellent telephone etiquette.

● Valid VI Drivers License and the ability to drive short distances.

● Excellent customer service skills.

● Problem-solving and analytical skills

● Flexibility (ability to accept tasks from several different people and keep workload balanced).

● Confidentiality; Professionalism; Patience.

● Self-directed and proactive, working with minimal supervision.

● Strong organizational and planning skills.

● Working knowledge of computers, word processing, spreadsheet, school information systems, and database management

Valued but not required skills and experience:

● Familiarity with Google Suite

Reporting to this position:

No Direct Reports

Physical demands and work environment:

The physical demands and work environment characteristics described here 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 functions.

Physical demands: While performing the duties of this job, the employee is frequently required to sit and talk, stoop, hear, use hands to finger, handle, feel or operate objects, tools, or controls, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work environment: The duties of this job are performed inside a climate-controlled classroom setting. The noise level in the work environment is usually minimal.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT:

VIMSIA is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected veteran status.

AUTHORIZATION TO WORK IN THE UNITED STATES:

In compliance with Federal law and the Federal Acquisition Regulation (FAR) 22.1800, the selected candidate will be required to provide documentation that will verify their identity and eligibility to work in the United States.

Background Screening:

Offers of employment will be contingent upon the chosen candidate’s authorization to conduct a background screen in accordance with VIMSIA policy.

Job Type: Full-time

Pay: $28,000.00 - $35,000.00 per year

Benefits:

• 401(k)
• Employee discount
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to commute/relocate:

• St Thomas, VI 00802: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Required)

Work Location: One location

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