Summer Learning Academy Administrative Assistant | Middle School

Title: Summer Learning Academy Administrative Assistant (Middle School)

DBM Classification: N/A

Department: Community Education

Salary Range: $22-24/hr

Employee Group: Temporary/Seasonal

Reports to: Summer Learning Academy Coordinator

FTE/ FLSA Status: Temporary | Non-Exempt

The Administrative Assistant provides advanced administrative support to Summer Learning Academy Community Education programs. The Administrative Assistant is responsible for greeting staff, students, and the public, acting as the building receptionist, and directing callers and visitors. They serve as a liaison between staff, the public, and administrators, and assist with copying, printing, and gathering supplies for staff. Additionally, they assist with attendance and data entry, communicate with transportation, and perform other duties as assigned by the supervisor.

• Oversee the daily operations of the office, ensuring efficiency and effectiveness.
• Reception and Greeting:
  Greets staff, students and the public upon entering the office and monitors building entrances.
• Communication:
  Serve as the primary point of contact for staff, students, parents, and external stakeholders. Respond to inquiries, provide information, and direct visitors or callers as needed.
• Material Support:
  Assists with copying, printing and gathering materials and technology for staff. Informs coordinator when supplies are needed.
• Attendance Management:
  Assists in entering student attendance, student membership hours and other related data (daily lunch counts).
• Student & Staff Support:
  Assist with coordinating student services, including enrollment, and other summer activities.
• Transportation:
  Assists coordinator with student transportation. Works closely with and communicates with the transportation company.
• Utilizes translation tools to support non‑English‑speaking families.
• Confidentiality & Discretion:
  Handle confidential information with discretion and follow appropriate protocols for document management and communication.
• Other Duties:
  Perform other administrative tasks and assignments as required to support summer programming operations.
• Communicates Community Education philosophy and program to all stakeholders.

• Office Procedures:
  Knowledge of general office practices, including filing, record‑keeping and maintaining organized work spaces.
• Communication:
  Strong verbal and written communication skills to effectively interact with staff, students, parents, and the public.
• Customer Service:
  Ability to provide excellent customer service by addressing inquiries, handling difficult situations and maintaining professionalism.
• Time Management:
  Strong organizational skills with the ability to manage multiple tasks and prioritize them efficiently to meet deadlines.
• Technical Proficiency:
  Proficient in using office productivity software (e.g., Microsoft Office Suite, Google Workspace), email systems and common office equipment (e.g., copiers, printers, fax machines).
• Data Entry & Accuracy:
  Detail‑oriented with the ability to enter and update data accurately, maintaining student records, files and other departmental information.
• Problem‑Solving:
  Ability to identify challenges, seek solutions and implement appropriate actions to ensure smooth office operations.
• Confidentiality:
  Demonstrated ability to handle sensitive information with discretion and maintain confidentiality according to district policies and legal standards.
• Interpersonal
  
  Skills:
  
  Ability to work well with diverse groups, collaborate with colleagues and maintain a positive and professional demeanor in all interactions.
• Adaptability:
  Willingness to learn new technologies, office processes and systems, adapting quickly to changes in the work environment.
• Organizational
  
  Skills:
  
  Ability to maintain office supplies, schedules and records, ensuring they are easily accessible and properly filed.
• Attention to Detail:
  High level of accuracy and attention to detail when performing tasks, especially in data entry, record‑keeping and document preparation.

• Sitting & Standing:
  Frequent sitting while performing desk tasks and occasional…