Founded in 2002, La Scuola International School – the only Reggio Emilia inspired, International Baccalaureate (IB) and Italian language immersion school in the world – is serving the Bay Area with two San Francisco campuses (Preschool - Grade 8), and one new campus in Silicon Valley (Preschool - Grade 1). Our mission is to inspire brave learners to shape the future. Every day, it’s the students at La Scuola who ask provocative questions and lead their learning across languages, across cultures, and across subjects. To learn more, please visit us at www.lascuolasf.org.
La Scuola International School is accredited by NAIS, CAIS, WASC and CIS and is one of two Italian schools recognized by the Italian government in the United States.
We believe our community thrives through diversity of backgrounds, perspectives and realities. Only through a persistent drive to listen and learn from one another, create and promote equitable opportunities and to continue to reflect and evolve will we be able to establish systems which will address the needs of the one and the many.
La Scuola’s mission is to inspire brave learners to shape the future. La Scuola aims to nurture children’s innate ability to learn by challenging them academically, creatively and innovatively, while immersing them in the Italian language and making them keenly aware of the world around them and their place in it. Learn more at www.lascuolasf.org
Position Overview
Under the direction of the Chief Operating Officer – or other members of school management– the Front Office Assistant individual supports the day-to-day administrative and logistical tasks in the East Palo Alto Campus front office. This individual serves as liaison between students, faculty, staff, parents and the community. This individual is an integral part of campus daily life and serves a front-facing role on campus.
Duties will generally involve managing the front office and desk, including helping in student drop-off, pick-up, breaks when needed, supporting the teaching faculty, functional and facilities needs of the East Palo Alto Campus and other duties as may be assigned by the School. The Front OfficeAssistant effectively communicates in oral and written form, establishes and maintains a variety of complex, privileged and sensitive files and records, establishes and maintains cooperative working relationships with contractors, vendors, government regulators and others. This individual is a primary point of contact for the campus and fields PreK and Kindergarten queries to the appropriate department/person as needed.
This is a full time role but may vary based on the needs of the school, including occasional evening or weekend events. Responsibilities may change at any time based on the needs of the school.
Duties & Responsibilities
-Greets visitors and guests on campus ensuring they check in and follow school protocol
-Supports the coordination and organization of day-to-day functions needed for the smooth operations of the office
-Responds to and routes parent requests and directs inquiries to the appropriate parties
-Supports student drop off and pick up duties whether assigned in advance or stepping in due to last minute absences.
-Coordinates with substitutes and subbing agencies as applicable, works with school faculty to ensure appropriate coverage in each class
-Maintains and Provides assistance to staff including providing various student information, assisting with field trips, completing forms, etc.
-Supervises students sent to the office for disciplinary actions/health reasons
-Performs health-related duties in the absence of the Campus Manager such as: administers first aid to students and staff; dispenses medication according to prescription instructions; notifies parents of ill or injured student
-Supports the Director of Events and Administrative Coordinator in managing school event flow and preparation, assists with arrangements for major school events, including, but not limited to: scheduling/notifying staff and community of events, making arrangements for refreshments and/or catering, completing set-up and clean-up or ensuring it is arranged, overseeing parent volunteers in relation to events, preparing materials with the support of other members of the administration
-Assists in maintaining school office files and data in a variety of databases, including updates to student records as assigned and in collaboration with the Admissions Team and Campus Director
-May share communications with families as directed by Division Directors, and / or others as needed
-May support Admissions Department and Campus Manager on special projects as needed, assisting parents with proper completion of forms, events, orients new families and students to the school when needed
-Opens mail and receives packages daily and distributes to staff
-Answers the phone, takes messages as needed
-Supports with the Summer Camp program as needed
-Communicates facilities needs with Facilities Director
-Organizes and restocks office, teachers’ lounge, and coffee supplies
-Ensures that the front office and events closet is kept clean and tidy
-Recommends and implements process changes to drive efficiency
-Effectively communicates and escalates potential issues appropriately
-Performs other related duties and projects and assists office staff as assigned
-Understands and helps facilitate school emergency procedures and safety drills
Required Skills
-Exceptional personal, organizational and communication skills, adaptability and the ability to prioritize tasks.
-Ability to relate effectively with a diverse community, including staff, students, and parents.
-Demonstrates an ability to work with a wide variety of community groups and organizations.
-Integrity, discretion, the ability to maintain all information strictly confidential, and commitment to the mission of La Scuola are a must.
-Modern office practices, procedures and equipment
-La Scuola’s mission, org chart, operations, policies and objectives
-State Laws, codes, rules and regulations
-Record-keeping techniques, filing systems and information management
-Receptionist and telephone techniques and etiquette
-Correct English usage, grammar, spelling, punctuation and vocabulary
-Oral and written communication skills
-Interpersonal skills using tact, patience and courtesy
-Basic first aid and CPR
-ECE units and the openness to seek a Site Supervisor Permit
Ability to
-Learn, interpret and explain rules, regulations, policies and procedures
-Quickly learn school emergency procedures; assure the safety and welfare of students and staff including performing health-related duties as assigned
-Operate a computer (MAC and PC) and related software including Microsoft Word, Excel, PowerPoint, Google Docs, ProCare, QuickBooks, inResonance, and email.
-Anticipate, plan and organize work
-Meet schedules and deadlines
-Time management and prioritization skills
-Work independently
-Problem solving and judgment skills
-Be a team player
-Perform duties effectively with many demands on time and constant interruptions
-Effectively communicate in oral and written form
-Establish and maintain a variety of complex, privileged and sensitive files and records
-Make arithmetical calculations with speed and accuracy
-Understand and carry out oral and written directions
-Maintain confidentiality with discretion
-Establish and maintain cooperative working relationships