Executive/administrative Assistant | 

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.

Position Description:
As the lead front desk administrator & executive assistant to the Head of School, 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

• Be the face of Terra Schools by establishing positive rapport with students, parents, and staff

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

• 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

• 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 and greet visitors to school and provide information when needed

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

• 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)

• Coordinate hot lunch program with vendor

• Work in tandem with Assistant Head of School & Admissions to distribute registration materials; follow up with all parents to acquire all registration paperwork  

• Maintain and keep student files current, handle the transfer of records or student files to and from other schools  

• 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 teacher work days prior to the beginning of the school year

• Manage the bus schedule and establish contacts for Bus Rider Parents and BusWare tracking system


Qualifications - Ideal candidate will have:

• B.A., B.S., (or equivalent experience) required

• Exemplary interpersonal, verbal and written communication skills and the ability to stay calm under pressure

• Excellent project management skills  

• Passion for working with young people and ability to work with a variety of personalities

• Appreciation and desire for professional development and continuous learning

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

• Excellent organizational skills, and high level of professionalism

• Action oriented and forward thinking

• 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

• Fluency  in the English language (written and spoken); Mandarin is preferable but not essential

• Exceptional problem-solving skills

• Ability to work well independently

• Strong computer skills (MS Office, etc.)

• 1st Aid/CPR certified a plus

Please send a resume/CV and cover letter to: admissions@terramarin.org 

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70 Lomita Drive, Mill Valley, CA 94941
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