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Form of workJob Description
Job Title: Executive Administrative Assistant to the Academic Dean
FSLA status: Non - Exempt
Department: Academics
Reports to: Academic Dean
Position Summary: The Executive Administrative Assistant to the Academic Dean is a full-time position responsible for working directly in an administrative support role to the Academic Dean and Academic division. This position serves as the primary point of contact for internal and external constituencies within the Academic department.
Essential Tasks:
1. Performs executive level administrative tasks for Academic Dean including maintaining the academic calendar, scheduling appointments, maintaining confidential records, an accurate filing system, composing outgoing correspondence, implementing and adhering to all academy policies and procedures.
2. Provide front counter support to include answering phones, taking messages, directing calls, answering intercom calls, coordinating academic building operations, and greeting and attending to school visitors, staff, and parental and cadet requests.
3. Copy and distribute documents/forms signed by the Academic Dean, including but not limited to professional development, Letters of Instruction, policies, handbooks and supporting academy documentation.
4. Serve as liaison and point of contact between faculty, MMA employees and academy administration
5. Performs technical and administrative support utilizing independent judgment, coupled with an in-depth understanding of the functions and procedures of the office.
6. Respond to all inquiries in a timely manner.
7. Organizes, prioritizes, and performs administrative support duties, anticipating business and academic calendars and cycles. Establishes and works within timelines for projects, activities, and required submissions.
8. Assist the Academic Leadership Team in coordinating the use of allocated Title funds.
9. Communicate with faculty in classrooms via intercom system for paging cadets and/or staff.
10. Coordinate classroom coverage for teacher absences noted in advance by contacting substitute teachers or arranging for available teachers to cover classes.
11. Assist with the academic recruitment process by scheduling interviews and preparing applicant information for interviewees.
12. Welcome and process new employees. After consulting with the Director for Human Resources, set up new mailbox and employee file. Submit request for email and phone/voicemail set up. Forward employee information to the Customer Care Coordinator for phone extension list update.
13. Assist the Academic Leadership Team with travel arrangements and reimbursement requests as required.
14. Maintain the Google Attendance Sheet and share with all faculty, Academic Senior Leadership team, health center, Commandant’s Assistant, the Customer Care Coordinator, etc.
15. Assist with the distribution of cadet/parent and or school staff communication/materials as needed or required.
16. Prepare and post the Guided Study Hall Duty Roster each month and share with faculty and the Academic Leadership team. Assign cadet tutors to serve during Guided Study Hall.
17. Supervise cadets sent to the office.
18. Serve as a gatekeeper for the academic building; opening the door for cadets and employees, and determining if visitors may be let in. Provide direction/guidance to visitors who enter the building.
19. Prepare and distribute a list of cadets to read the morning announcements.
20. Prepare the morning announcements each day to be read by the assigned cadets.
21. Maintain a working knowledge of where cadets are during the academic day.
22. Complete Event Submission forms for inclusion in the Plan of the Day (POD) as required.
23. Complete the academic portion of the cadet withdrawal checklist.
24. Work with the Academic Leadership Team preparing and executing the annual teacher orientation program.
25. Place approved field trips on school calendar and ensure the event is included in the Plan of the Day (POD).
26. Maintain internal school calendar via a Google sheet and share with relevant constituents.
27. Organize office area for efficiency, safety, and appearance. Maintain a supply closet for academic use. Order supplies as needed.
28. Work with the Dean and the Assistant Dean to determine teacher classroom assignments and the correct furnishing of all classrooms as well as the collation of all end of year classroom checklists.
29. Coordinate general office operations as needed or required.
30. Prepare the Plan of the Day (POD) and Morning Report (MR) in the absence of the Commandant’s Assistant.
31. Prepare certificates for all school assemblies and commencement, as needed.
32. Organize and coordinate lunch or snacks/refreshments for teacher orientation, and any other academic gathering, as needed.
33. Assign a locker to each enrolled cadet on campus. Check lockers
34. Provide assistance with end of the year ceremonies as needed, including preparation of the content for the commencement LOI and script. Organize the Academic awards for commencement
35. Maintain a record of dates of fire and tornado drills and active shooter simulations and trainings.
36. Sort the mail for the Academic building.
37. Perform any other duties/assignments as assigned/requested by the Academic Dean.
Education and Experience:
Bachelor’s degree, with a minimum of three years of related administrative experience and/or training including secretarial or clerical work, or any equivalent combination of related education, training and experience that provides proven evidence of the skills and abilities to perform the essential responsibilities of the role.
Skills and Competencies:
1. Knowledge of general school office and executive level office environment.
2. Demonstrated computer skills in the areas of office and school support software, Microsoft Office, electronic communication, database systems, word processing, spreadsheets, and office equipment operation; i.e., phones, fax, and copier.
3. Strong service-related people skills and problem solving skills as this position is generally the first contact and has significant responsibility in representing the school.
4. Strong verbal and written communication skills due to interaction with the general public, school personnel, state agencies, and other agencies on a regular basis.
5. Strong, positive interpersonal relationship skills between cadets, staff, parents, and community members.
6. Strong organization skills to balance demands of multi-tasking position.
7. Extraordinary attention to detail to meet deadlines and commitments.
8. Conscientious attention to detail and commitment to accuracy in all areas.
9. Requires the knowledge and skill to function in a confidential professional environment.
10. Requires the ability to use independent judgment and human relations skills to analyze situations accurately and adopt an effective course of action.
11. Adherence to all school policies, rules and regulations.
12. Adherence to all state and federal laws, rules, and regulations.
13. Must demonstrate punctuality, good attendance, and strong work ethics in all areas.
Education and Experience:
Bachelor’s degree, with a minimum of three years of related administrative experience and/or training including secretarial or clerical work, or any equivalent combination of related education, training and experience that provides proven evidence of the skills and abilities to perform the essential responsibilities of the role.
Skills and Competencies:
1. Knowledge of general school office and executive level office environment.
2. Demonstrated computer skills in the areas of office and school support software, Microsoft Office, electronic communication, database systems, word processing, spreadsheets, and office equipment operation; i.e., phones, fax, and copier.
3. Strong service-related people skills and problem solving skills as this position is generally the first contact and has significant responsibility in representing the school.
4. Strong verbal and written communication skills due to interaction with the general public, school personnel, state agencies, and other agencies on a regular basis.
5. Strong, positive interpersonal relationship skills between cadets, staff, parents, and community members.
6. Strong organization skills to balance demands of multi-tasking position.
7. Extraordinary attention to detail to meet deadlines and commitments.
8. Conscientious attention to detail and commitment to accuracy in all areas.
9. Requires the knowledge and skill to function in a confidential professional environment.
10. Requires the ability to use independent judgment and human relations skills to analyze situations accurately and adopt an effective course of action.
11. Adherence to all school policies, rules and regulations.
12. Adherence to all state and federal laws, rules, and regulations.
13. Must demonstrate punctuality, good attendance, and strong work ethics in all areas.
Physical demands and work environment:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands: While performing the duties of this job, the employee is regularly required to stand; walk; sit for long periods of time; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance, depth perception, and the ability to adjust focus. The specific auditory abilities required include activities which require ability to receive detailed information through oral communication, and to make fine discriminations in sounds. Must be able to operate motor vehicles such as vans and school buses.
Work environment: Work Environment characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Job is performed in an office setting with exposure to computer screens and requires regular use of a computer, keyboard, mouse and multi-line telephone system. The noise level in the work environment is typical school or busy office setting.
