School Administrative Assistant

Job DetailsLevel: EntryJob Location: Sycamore - Washingtion, DC 20032Position Type: Full TimeEducation Level: High SchoolSalary Range: $20.91 - $31.37 HourlyTravel Percentage: NoneJob Shift: DayJob Category: Admin - ClericalSchool Administrative Assistant





Reports to: Building Administrator / Deputy Chief Academic Officer


Functional Area: Academics


FLSA Status: Non-Exempt




Job Location: Sycamore Campus, Ward 8


Classification: Administrative Support


Employment Status: Full-Time; 40 hours per week




Standard Schedule: Monday-Friday; exact daily hours established by the Building Administrator based on campus needs; on-site at Sycamore






POSITION OVERVIEW


The School Administrative Assistant provides comprehensive administrative, organizational, and front-office support to the Building Administrator and the Sycamore Campus. The position helps ensure that daily school operations are organized, welcoming, responsive, and aligned with Academy of Hope policies and service expectations. The School Administrative Assistant coordinates communications, calendars, records, meetings, visitors, supplies, campus logistics, and other administrative processes that support learners, faculty, staff, and campus leadership. The role requires sound judgment, attention to detail, discretion, and the ability to manage multiple priorities in a busy adult education environment.


ESSENTIAL FUNCTIONS AND RESPONSIBILITIES


ADMINISTRATIVE SUPPORT AND COMMUNICATIONS


Provide daily administrative and clerical support to the Building Administrator and other campus leaders within assigned areas of responsibility.
Coordinate office activities and the flow of information; manage calendars, schedule appointments and meetings, organize school visits, and communicate reminders and logistical details.
Prepare, proofread, format, copy, file, and distribute correspondence, reports, agendas, meeting materials, minutes, forms, and other documents.
Receive and greet learners, visitors, partners, and vendors; answer and route telephone calls and email inquiries; and maintain a professional, welcoming front-office environment.
Maintain confidentiality and appropriately handle sensitive learner, employee, operational, and organizational information.
Enter and update information in assigned systems; verify accuracy and completeness and maintain required electronic and paper records, logs, and files.
Sort and distribute mail, packages, deliveries, and internal communications in a timely manner.


CAMPUS OPERATIONS AND LOGISTICS


Maintain the Front Desk Handbook and other assigned office procedures, contact lists, calendars, directories, and reference materials.
Track inventory and order approved office and school supplies according to established procedures; receive materials and maintain appropriate supply levels.
Coordinate routine service visits and deliveries, including water delivery, pest control, and other approved campus support services, in partnership with Operations and Facilities.
Manage and issue key fobs or other access materials as authorized; maintain accurate access records and promptly report lost, damaged, or unauthorized access credentials.
Operate standard office and instructional equipment and software, including computers, printers, copiers, phones, communication devices, and Microsoft 365 applications.
Support the coordination of school events, meetings, learner activities, field trips, facility use, transportation, and staff travel, as assigned.
Maintain assigned Academy of Hope calendars and transportation schedules and coordinate approved shuttle or bus needs with designated vendors and staff.
Report urgent facility, safety, security, technology, or operational concerns and incidents promptly using established communication and escalation procedures.


INSTRUCTIONAL AND LEARNER SUPPORT


Coordinate substitute or instructional coverage requests as directed and provide approved logistical information, keys, access, and orientation materials to temporary personnel.
Assist learners with routine questions, appointments, forms, directions, and referrals while connecting them to the appropriate academic, workforce, enrollment, testing, or student-support team.
Support orderly learner and visitor arrival, dismissal, transitions, and access to scheduled services and campus activities.
Communicate clearly and respectfully with adult learners and recognize the varied responsibilities, experiences, abilities, and goals they bring to the school community.
Collaborate with Academics, Workforce, Student Support Services, Enrollment, Operations, Facilities, Security, Information Technology, and other teams to support a coordinated campus experience.


RECORDS, COMPLIANCE, AND PROFESSIONAL RESPONSIBILITIES


Compile, prepare, maintain, and retri