Teacher Helping a Student

Administrative Assistant

70 Lomita Drive Mill Valley, CA 94114

2019 Summer or 2019-2020 Year Round Administrator/Receptionist Job Description:

Terra Marin School is a progressive K-8th grade school that seeks to constructively and positively contribute to the personal and intellectual growth of our students. We are committed to providing our students with a challenging and innovative curriculum in a collaborative, supportive community.

Our Faculty and Staff are the heart of our community. Staff will mirror and model the core values of our school by fostering their own curiosity, critical thinking, intentionality, open dialogue and good humor.

TMS Fast Facts: Independent, co-educational school Located in scenic Mill Valley just north of the Golden Gate Bridge by San Francisco.

Position Description: As an administrative employee, it is understood that your position is year-round and that vacation times should be coordinated with those of other administrative staff over the summer. In this role, your responsibilities include the following, as well as those arranged for with the Head of School.

• Overtly support and act in accordance with the school’s mission and values

• Maintain student and parent (current and alumni) database

• Generate Family Directory and contact information

• Oversee the proper keeping of student confidentiality, emergency records and procedures

• Respond to accidents and emergencies as they arise

• Assist students with minor first-aid and maintain Student Medical Emergency Forms

• Distribute medications as needed by students on a daily basis and establish Emergency Action Plans for students with severe allergies. (Current First-Aid, CPR and Epi-Pen training)

• Keep immunization records current and compile reports for county as needed

• Ensure periodic safety drills (fire, intruder, earthquake) are carried out, and maintain an Emergency Preparedness Plan

• Initiate annual fire extinguisher and fire department inspections

• Establish positive rapport with students, parents, and staff

• Monitor students sent to front office for illness or discipline matters

• Communicate community events and reminders to families

• Generate parent/teacher conference signups twice a year

• Coordinate school calendar and distribute to parents and staff

• Maintain sign-in and sign-out logs and procedures for students, staff and visitors to school

• Compile daily attendance sheets and enter into database

• Answer school telephone and emails

• Greet visitors to school and provide information when needed

• Contact parent or guardian to pick up child due to illness

• Support admissions office as indicated

• Maintain all office equipment and order toner, paper, etc.

• Maintain and order teacher materials and office supplies

• Monitor and order cleaning supplies for janitor

• Distribute incoming mail and maintain postal meter and supplies

• Coordinate maintenance matters (plumber, gardener, etc)

• Coordinated hot lunch program with vendor

• Manage distribution of registration materials and receipt of required emergency and directory information to update database

• Maintain and keep student files current

• Respond to requests from schools for the transfer of records or student files

• Request student files when needed from other schools

• Record staff attendance and absences

• Arrange for substitute teachers when needed

• Manage telephone system and update voice mail

• Record vacation and holiday messages on front desk extension when school is not in session

• Attend staff/faculty meetings as well as in-service days prior to the beginning of the school year

• Coordinate bus service to San Francisco and establish contacts for Bus Rider Parents and BusWare tracking system


• B.A., B.S., (or equivalent experience) a plus

• Applicant must have good communication skills with parents and youth

• A passion for working with young people

• An openness to professional development and continuous learning

• Excellent interpersonal and communication skills

• A pleasant approach to work and, ideally, a sense of humor

• Excellent organizational skills, and professionalism

• Ability to organize, coordinate, and implement

• Ability to organize and maintain administrative documents

• Ability to write reports, policies, procedures, and correspondence

• Ability to supervise and direct employees when necessary while promoting a team environment

• Excellent written and verbal communication and presentation skills. MUST BE fluent in English (written and spoken); Mandarin is preferable but not essential.

• Exceptional problem-solving skills

• Works Well Independently

• Strong computer skills (MS Office, etc.)

• 1st Aid/CPR certified a plus

Please send a Resume/CV and cover letter to: careers@terramarin.org