Administrative Secretary will assist the Director and the Administrator to focus on instructional, and Managerial/operational.

Under the direction of the principal/administrator, the Administrative Secretary is responsible for the overall management and supervision of the operations of the College including supervision and evaluation of classified staff as defined by the Director.

Other Specific Responsibilities

• Assists in maintaining a positive safe campus by enforcing College rules and policies, and may act as a liaison to parents and staff.


• Administrative Secretary is responsible for the administration/operation of the College in the absence of Director/ Administrators.  


• Participates in collective decision-making within the college management team. –


• responsible for the management of non-instruction functions and activities; coordinates special events, volunteer coordination, parent/family involvement, transportation, and building maintenance;


• receives, distributes and communicates information to enforce college policies;


• plans, promotes, manages and oversees student services and activities, including student recognition, student safety, and student supervision;


• address issues, situations, problems and/or conflicts that could negatively impact the college;


• ensures general cleanliness, appearance and safety of all buildings are maintained to acceptable standards.


• Respond to Written Correspondence:
  
  
  
  • handle all phone calls coming into a College.
  
  
  • converse with school officials, parents, and teachers, handle complaints, and address issues pertaining to students and College policies.
  
  
  • answer emails from the Director and Administrators, parents, and vendors.
  
  
  
  

• Support Teachers and School Administrators
  
  
  •  Generating letters and making copies,
  
  
  • provide daily support to school personnel.
  
  
  • They generally order school supplies,
  
  
  • generate letters and reports, arrange meetings, and maintain the College’s website.
  
  
  
  


• Maintain Students Files:
  
  
  
  • record student absences and maintain records of tardiness and early dismissals.
  
  
  • generate reports regarding school attendance policies and individual student attendance records.
  
  
  
  

• Greet and Assist School Visitors  and prospective Students
  
  
  • provide assistance by answering questions, contacting requested personnel, and explaining College’s procedures regarding admissions and others.
  
  
  
  

Others

• handling all clerical tasks in a College’s office


•  answer phones, file records,


• read and respond to mail and email from prospective students, teachers, and others.


• Any other duties assigned by the Administrator and Director

Knowledge, Skills and Abilities Required

• Ability to coordinate and organize meetings and/or special events.


• Skill in organizing resources and establishing priorities.


• Ability to draw conclusions and make recommendations based on research data and findings.


• Knowledge of organizational structure, workflow, and operating procedures.


• Skill in budget preparation and fiscal management.


• Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.


• Ability to communicate effectively, both orally and in writing.


• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.


• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.


• Records maintenance skills.


• Knowledge of applicable legislation, standards, policies and procedures within specialty area.


• Ability to maintain confidentiality of records and information.


• Skill in developing policy and procedure documentation.


• Knowledge of the structure, policies and procedures of College faculty and staff governing bodies.


• Knowledge of commencement ceremony procedures and facilities/equipment requirements.


• Advanced analytical, evaluative, and objective critical thinking skills and the ability to effectively summarize and present information.


• Knowledge of project management principles, practices, techniques and tools.


• Employee development and performance management skills.


• Ability to foster a cooperative work environment.


• Ability to create, compose, and edit written materials.