Administrative Assistant - Enrollment and Engagement Services
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Orange Lutheran High School
Orange, CA, US
Summary
The Administrative Assistant will manage front-office operations, including greeting guests, answering phones, and directing inquiries. They are also responsible for maintaining accurate enrollment records, coordinating team logistics, and managing data within school systems.
Job Description
Job DetailsJob Location: High School - Orange, CA 92867Position Type: Full-time/ 12 monthsEducation Level: 4 Year DegreeTravel Percentage: NoneJob Shift: DayJob Category: Education
POSITION SUMMARY
As part of the Admissions team, the Administrative Assistant - Enrollment and Engagement Services will greet guests, maintain structure within the office, and keep up-to-date and accurate records of incoming Lancers.
Reports to: Director of Enrollment and Engagement Services
Supervises: None
ESSENTIAL DUTIES
Welcoming guests of the Admissions office and directing families to the appropriate personnel within the department
Coordinate logistics for meetings of the Enrollment and Engagement Services team
Follow up on assigned calls for enrollment purposes of new and returning students
Coordinate calendaring for teams under the Enrollment and Engagement Services department
Support the Lancer store as needed
Answer admissions phone calls, retrieve voicemail, determine the purpose of calls, and direct callers to the appropriate person or department
Take and deliver messages or transfer calls to voicemail when appropriate personnel are unavailable
Answer questions about the school/basic Admissions process and provide callers with addresses, directions, and other information
Keeping communication clear between various offices, including, but not limited to, the Business Office and Counseling Office
Maintain data and information within School Systems as requested
Collecting text and numerical data from the application and PowerSchool systems to be entered into the appropriate documents and spreadsheets within time limits
Streamlining processes and organizing multiple spreadsheets
Keeping all data current and relevant
Understand the inner workings of the current application platform and be able to manage all functions of the program
Create all requisitions and purchase orders for the admissions office and reclassify debit card purchases
Collecting event data and directing it to the school admin team for the following OLu events for current and prospective students:
Preview Day
Prospective Student Open House
Freshmen Registration Event - February
Freshman Registration Day March Event
Various other events
ADDITIONAL DUTIES
All other duties as assigned
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications and competencies listed below represent the knowledge, skills, abilities, and physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position
Education
Bachelor’s degree
Experience
1-2 years of experience in Data Entry, Customer Service, and/or as an Office Administrator; Christian School experience preferred
LICENSES, CERTIFICATES, AND CLEARANCE
Cleared Background/Fingerprint check
Valid CPR and First Aid certifications
Cleared TB assessment
Completion of Ministry Safe Training
KEY COMPETENCIES
Knowledge
Knowledge of effective use of multi-line phone system
Knowledge of proper business telephone etiquette; familiarity with the principles of public relations
Knowledge of Customer Relationship Management Software, Project Management Software, Mac and PC programs, Google Suite, Excel, and Apple Keynote preferred
Knowledge of secondary education goals, structures, administrative duties, and communication standards
Skills and Abilities
Strong written and verbal communication skills
Superior keyboard skills with a typing speed of 60 words per minute
Accurate record-keeping skills
Organizational skills
Strong time management skills
Ability to maintain calm composure in high-pressure or stressful situations
Ability to understand, analyze, and streamline complex processes into streamlined documents
Ability to represent the school credibly with a friendly, positive Christian attitude
PERSONAL CHARACTERISTICS
Exhibits the highest level of Christian integrity his/her life reflects Christ-like morals, behavior, attitude, and leadership
Integrates faith and prayer in the performance of job duties
Ability to articulate their Christian faith
An active member of a Christian church; Missouri Synod preferred
Active in the Christian community and supportive of the statement of beliefs of Orange Lutheran High School
PHYSICAL REQUIREMENTS
The employee is frequently required to sit for extended periods, view a computer monitor, speak clearly, and hear accurately
The employee is required to stand, and move about the campus; Must have the ability to summon help, direct and supervise the removal of students to a safe area in an emergency
The employee must occasionally lift, push, pull, or carry up to 40 pounds, squat, kneel, or bend
Specific vision abilities include near and far vision, and the ability to adjust focus
WORK ENVIRONMENT
The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job
The typical working environment is a climate-controlled office environment
Occasional exposure to outdoor environments of varying temperatures
The typical noise level is quiet to moderate, but may occasionally be loud
KEY COMPETENCIES
Knowledge
Knowledge of effective use of multi-line phone system
Knowledge of proper business telephone etiquette; familiarity with the principles of public relations
Knowledge of Customer Relationship Management Software, Project Management Software, Mac and PC programs, Google Suite, Excel, and Apple Keynote preferred
Knowledge of secondary education goals, structures, administrative duties, and communication standards
Skills and Abilities
Strong written and verbal communication skills
Superior keyboard skills with a typing speed of 60 words per minute
Accurate record-keeping skills
Organizational skills
Strong time management skills
Ability to maintain calm composure in high-pressure or stressful situations
Ability to understand, analyze, and streamline complex processes into streamlined documents
Ability to represent the school credibly with a friendly, positive Christian attitude
PERSONAL CHARACTERISTICS
Exhibits the highest level of Christian integrity his/her life reflects Christ-like morals, behavior, attitude, and leadership
Integrates faith and prayer in the performance of job duties
Ability to articulate their Christian faith
An active member of a Christian church; Missouri Synod preferred
Active in the Christian community and supportive of the statement of beliefs of Orange Lutheran High School
PHYSICAL REQUIREMENTS
The employee is frequently required to sit for extended periods, view a computer monitor, speak clearly, and hear accurately
The employee is required to stand and move about the campus; Must have the ability to summon help, direct and supervise the removal of students to a safe area in an emergency
The employee must occasionally lift, push, pull, or carry up to 40 pounds, squat, kneel, or bend
Specific vision abilities include near and far vision, and the ability to adjust focus
WORK ENVIRONMENT
The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job
The typical working environment is a climate-controlled office environment
Occasional exposure to outdoor environments of varying temperatures
The typical noise level is quiet to moderate, but may occasionally be loud
This job description intends to provide a representative summary of the essential functions that will be required of positions given this title and should not be construed as a declaration of specific duties and responsibilities of any particular position. Employees will be assigned specific job-related duties through their hiring departments to address the needs of the school and changing business practices. Specific job-related duties assigned by hiring departments shall be consistent with the representative essential functions listed above and shall not be construed as expanding a particular position's role, scope, and FLSA status, or grade
Qualifications
