Administrative Assistant - PT

at  Parent Institute For Quality Education

Description:
Duties and Responsibilities include the following. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other duties may be assigned.

• Assists the Office Manager and ED in all aspects of implementation of office policies, operations and procedures.
• Develops weekly schedules for schools.
• Data entry for enrollment, weekly rosters
• Assists in the data entry and maintenance of parent enrollment, school rosters and program forms.
• Enters school surveys in database.
• Maintains accurate and updated records and reports of parent graduates for the various grants and partners
• Keeps up-to-date on all modifications to PIQE’S program materials.
• Assists in closing out school files at the end of each quarter
• Ensure filing systems are maintained safe and current.
• Takes on reception duties (general phone and email inquiries), meet and greet of office guests, mail sorting and distribution, etc.
• Prepares principal packets and meeting materials
• Handles incoming and outgoing correspondence
• Monitors office supplies.
• Arranges for reproduction and storage of class materials and distribution.
• Supports Office Manager with coordination of logistics for meetings and trainings.
• Keeps office presentable and professional
• Coordinate with Associate Directors and prepares materials for planning session
• Assists in preparing material for facilitators
• Prepares graduation certificates and programs
• Supports in the reproduction of promotional material as needed

EDUCATION/EXPERIENCE:

High school diploma or general education degree (GED); and two years related experience and/or training; or equivalent combination of education and experience.

COMPUTER SKILLS:

To perform this job successfully, an individual should have knowledge of Microsoft Office, Specifically Excel spreadsheets, mail merge, formatting word documents, etc.

SPECIAL SKILLS:

• Bi-lingual strongly preferred

• Assists the Office Manager and ED in all aspects of implementation of office policies, operations and procedures.
• Develops weekly schedules for schools.
• Data entry for enrollment, weekly rosters
• Assists in the data entry and maintenance of parent enrollment, school rosters and program forms.
• Enters school surveys in database.
• Maintains accurate and updated records and reports of parent graduates for the various grants and partners
• Keeps up-to-date on all modifications to PIQE’S program materials.
• Assists in closing out school files at the end of each quarter
• Ensure filing systems are maintained safe and current.
• Takes on reception duties (general phone and email inquiries), meet and greet of office guests, mail sorting and distribution, etc.
• Prepares principal packets and meeting materials
• Handles incoming and outgoing correspondence
• Monitors office supplies.
• Arranges for reproduction and storage of class materials and distribution.
• Supports Office Manager with coordination of logistics for meetings and trainings.
• Keeps office presentable and professional
• Coordinate with Associate Directors and prepares materials for planning session
• Assists in preparing material for facilitators
• Prepares graduation certificates and programs
• Supports in the reproduction of promotional material as neede