POSITION SUMMARY

The Administrative Assistant will support the Orange Lutheran Online (OLO) program by performing office support, clerical, and other responsibilities of both a general and specialized nature.  Training is available for specific responsibilities, systems, and software platforms.  NOTE:  This is an on-campus position located at Orange Lutheran High School, Orange, California.

Reports to: Dean of Online Learning

Supervises: No supervisory duties

ESSENTIAL DUTIES

Office Support:

• Provide administrative support to the Dean of Online Learning and OLO Office
• Gather, organize, and maintain OLO data on student enrollment, student enrollment by product, instructor hours, instructor contact information, and other data needs as requested
• Assist with instructor payroll as follows:
  • Monitor hourly instructor time and approve time stamp changes
  • Send payroll reminders prior to pay period end
  • Track instructor time at request of Dean of Online Learning
• Assist with payments to Independent Contractors as follows
  • Track payments to independent contractors
  • Prepare payment requests for approval by Dean of Online Learning
• Update Add/Drop sheet for each session, adjust student names as needed, and monitor enrollment formula
• Freshmen Registration spreadsheet for use by OLO Academic Advisors at start of each school year
• Additional duties as assigned

Responsibilities at the start of each term:

• Collaborate with Dean of Online Learning to create, distribute, collect, and manage instructor teaching invitations and course assignments
• Collaborate with OLO Academic Advisors to build class sections into the Add/Drop List and assign students to course sections
• Set up Powerschool to prepare for term, including creating class sections, adding instructor names, etc.
• Coordinate textbook needs and e-text access for students and instructors
• Create Advisor List for Instructors
• Add course titles, instructor names, and course codes to Brightspace courses once copied
• Coordinate OLO Family Information Night, including invitation, RSVPs, and check-in list

Responsibilities at the end of each term:

• Coordinate Final Exam process, including
  • Creation of the final exam schedule and student numbers
  • Set final exam schedule to align with student schedules
  • Coordinate all aspects of Senior Opt Out for Spring Finals
  • Procure rooms and proctors for exam dates
  • Create seating charts and passcodes for students