Alverno Heights Academy has an immediate opening for a Front Office Receptionist who will provide general administrative and clerical support to the school administration, admissions, athletics, and main office. The Receptionist reports to the Administrative Assistant and to the Assistant Head of School. The Receptionist assists faculty, staff, students, parents, and visitors in any way possible. The Receptionist also provides secretarial support to the Athletic Director. This is a non-exempt, full-time position.
Essential functions include but are not limited to the following:
Answer and Route All Telephone Calls
Answer the phone before or during the 3rd ring in a professional manner
Interrupt telephone conversations in order to answer other ringing lines
Take complete messages using standard telephone message books, including number of person who calls. Email complete messages to appropriate people in a timely manner
Always be friendly and reassuring, but firm when necessary
Let someone know when you must leave your station
Take Care of Students’ Needs
Clean, apply ice and bandage minor cuts and treat minor injuries as appropriate
Complete injury reports and submit to appropriate personnel
Take care of miscellaneous student requests as appropriate
Sell and manage student parking permits; submit receipts to Business Office
Label and store student medications as well as follow licensing requirements for administering; update parents via email when doses have been given; dispose of properly if leftover at end of school year
Greet and Attend to All Visitors
Always be friendly, reassuring, but firm when necessary
Check for proper credentials before allowing facility access and have visitors use the sign in log, and issue visitor’s badge
Direct visitors to appropriate staff and respond to needs under purview of receptionist (i.e. giving necessary forms, information, etc.)
Pass on all information learned to appropriate person
Manage Campus Administrative Tasks
Manage tardy/absent database and slips on a daily basis
Monitor absences daily and call parents of absent students when necessary
Facilitate Tardy Probation program
Create and manage record of student sign in and sign out times, including early departures
Print and file attendance sheets daily
Liaise with hot lunch vendor, re: schedule changes, catering for meetings/events
Record teachers’ absences and communicate to Dean of Faculty
Maintain sign in/out log for faculty and staff
Make adjustments to bell schedule; ring bells as needed
Make P.A. announcements and page students
Sort and distribute incoming mail and packages; take outgoing mail to mailbox or P.O./post mail on postage meter, as needed
Send out condolence cards; order flowers as needed
Maintain and update Christmas Card list and assist in sending
Maintain address list for graduation announcements and mail annually
Print class lists and student labels, as requested
Copy, collate and assemble materials for teachers and classes, mailings, liturgies, etc.
Supervise and train Office Aides; take daily attendance; input grades
Work at Open House and Back-to-School Night: answer phones, make announcements, ring bells at front desk, if needed
Order and Receive Supplies and Awards
Monitor and order all supplies: office, copier, postage meter, Scantron, coffee, etc.
Keep record of Scantron use by department; submit to business office monthly
Order and receive supplies in a timely fashion. All orders must have a supply order form, and/or check or credit card request form, with account info. and appropriate signatures
Monitor equipment and supplies to ensure availability at all times; anticipate needs for final exams, mailings, etc.
Inform staff via email if items are not available or machines are out of order, and when they are available again
Order sports pins and trophies for Awards Ceremony. Create certificates, as requested
Assist Administrative Assistant, Assistant Head of School, Registrar, and Admissions Director as Needed
Perform secretarial duties as required by administrators and Athletic Director
Know commonly used software by the office: apply for training when needed
Maintain calendar of conference room use
Assist in scheduling meetings, as requested
Work with Administrative Assistant to oversee budgets for Office Supplies, Postage and Printing
Update and post daily announcement online
Manage postage petty cash and deposit as needed
Maintain emergency binders with all student contact, medical information, etc.
Manage and update authorized pick up lists and ensure that they are obeyed
Assist with incoming student files per the Registrar and Admissions Director
Help maintain records in Alma
Keep Reception and Adjoining Areas Well Maintained
Keep all floor spaces, hallways, doorways, and counter spaces free and safe for normal traffic
Alert administration of all safety and other appropriate issues
Maintain an organized work space
Maintain all office machines via existing service contracts
Maintain brochure rack in office; discard outdated documents; replenish copies
Keep the office orderly, running smoothly, and efficiently
Assist Athletic Director
Notification and confirmation of games with other directors and officials, as requested
Keep all team rosters and update as needed
Take phone messages for Athletic Director and coaches
Write up PA announcements as requested
Notify coaches if an athlete is absent
Keep and update venue information
Assist with distribution and collection of jerseys
Flexibility to support other departments and faculty members as needed
Assists Head of School with all other duties as assigned.
Experience in an independent school.
Experience working a diverse environment with a variety of different tasks
Salary and Benefits:
Compensation is based on experience.
Benefits include vacation days and sick days, health insurance, vision, dental and retirement.
Alverno Heights Academy provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, national origin, age, disability or genetics. In addition to federal law requirements, Alverno Heights Academy complies with applicable state and local laws governing nondiscrimination in employment.
About Alverno Heights Academy
Alverno Heights Academy is an all-girls, independent, progressive Catholic, college preparatory school dedicated to its mission of empowering each young woman to be exactly the person she wants to be. Located on the property of the former Barlow Estate in Sierra Madre, California, Alverno Heights Academy was founded in 1960 by the Sisters of St. Francis who sought to create an environment in the San Gabriel Valley where young women could become informed and knowledgeable persons. Later renamed Alverno High School and sponsored by the Immaculate Heart Community, Alverno’s program—academic, spiritual, aesthetic, social, and physical—has been shaped by the staff, trustees, and students. As Alverno Heights Academy once again, the school remains committed to its mission by encouraging each of their young women to be who they imagine. For more information about Alverno Heights Academy, please visit www.alvernoheightsacademy.org
Qualities and Traits:
Bachelor’s degree preferred
Strong technology skills including Google Suite, Microsoft Office, with a working knowledge of Excel, and database management.
Personal and professional conduct that represents a positive role model for girls.
Proven ability to balance multiple priorities in a complex environment while maintaining professionalism and a sense of humor
Strong verbal and written communication skills that demonstrate warmth, empathy, humor, and love for girls, their parents, and their teachers.
Fluency in Spanish or Mandarin a plus.
Additional Salary Information: Benefits include vacation days and sick days, health insurance, vision, dental and retirement.
About Alverno Heights Academy
To empower each young woman to be exactly the person she wants to be.
Alverno Heights Academy is an all-girls, independent, progressive Catholic, college preparatory school dedicated to its mission of empowering each young woman to be exactly the person she wants to be. Located on the property of the former Barlow Estate in Sierra Madre, California, Alverno Heights Academy was founded in 1960 by the Sisters of St. Francis who sought to create an environment in the San Gabriel Valley where young women could become informed and knowledgeable persons. Later renamed Alverno High School and sponsored by the Immaculate Heart Community, Alverno’s program—academic, spiritual, aesthetic, social, and physical—has been shaped by the staff, trustees, and students. As Alverno Heights Academy once again, the school remains committed to its mission by encouraging each of their young women to be who they imagine. For more information about Alverno Heights Academy, please visit www.alvernoheightsacademy.org.