Administrative Assistant to Head of School

SUMMARY

Collage Day School is a dynamic, independent private day school in the beautiful Palm Valley area of Ponte Vedra Beach, Florida. We are part of International School Partnership’s global community and serve students from infancy through elementary. Collage Day School is nestled on eight acres with winding nature trails and serene ponds. We provide your child with a safe and engaging environment that fosters not just their love of learning but also their eagerness to explore and understand the world around them.

We are seeking an experienced administrative assistant who will perform confidential administrative duties to support the whole school. This individual will report to the Head of School.

KEY RESPONSIBILITIES

• Assist the Head of School and Director of Finance with administrative tasks and reports related to the daily operation of the school.
• Organize and manage an efficient and effective registrar’s office that handles a variety of tasks; complete student registration, answer questions, respond to parent requests, conduct school tours.
• Maintains accurate student files, student information system records, communication and email distribution lists, school calendars, and schedules, and ensures procedures are followed.
• Handle accounts receivable, accounts payable, resolve invoice and billing issues, assists with monthly reconciling of bank and credit card statements, and follows established procedures.
• Keeps accurate financial records for tuition, scholarships and billing information.
• Respond promptly to requests for information regarding tuition, scholarships, transfer of student files, updating vendor information, and answering AR and AP questions.
• Assist with scholarship accreditation requirements, annual audit, and compliance documents.
• Assist with front desk responsibilities, greet visitors, parents and students, answer telephone calls, keep daily attendance records, sign-in sheets, record student tardies and absences, follow up with parents, collect medical notes.
• Assist with lunch and classroom coverage, after-school care, enrichment programs, summer camp, and school events.
• Complete safety and incident reports and enter into E360.
• Other duties as assigned.

QUALIFICATIONS

• Bachelor’s degree in education, early childhood education, accounting or related experience required.
• Excellent verbal and written communication skills.
• Ability to always demonstrate professionalism and confidentiality.
• Ability to effectively and efficiently use technology, student information systems, Microsoft Office 365 (word and excel).
• Excellent administrative and general bookkeeping skills.

SALARY/BENEFITS

• Pay commensurate with experience, up to $25.00 per hour.
• Benefits package includes medical, dental, vision, matching 401(k), and paid time off.
• Hours 9am -5pm

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Well-being and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences, and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

ISP Commitment to Safeguarding Principles

Collage Day School and ISP are committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. All postholders are subject to appropriate vetting procedures and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

ISP Commitment to Diversity, Inclusion, and Belonging

Collage Day School and ISP are committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background, or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.

Florida Background Check Process with Clearinghouse: The Florida Care Provider Background Screening Clearinghouse (Clearinghouse) is a system for background screening results of individuals required by law to undergo screening for employment in positions that provide services to vulnerable populations, as mandated by section 435.12, Florida Statutes. All background checks are conducted via the Florida Care Provider Background Screening Clearinghouse. More details can be found via https://info.flclearinghouse.com

Pay: $22.00 - $25.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person