Administrative Support Coordinator

Job Description

Job Description

Job Title: Administrative Support Coordinator

Department: Business Office/Operations

Status: Full-Time, Non-Exempt, Benefited, Staff

Reports to: Chief Financial Officer and Director of Operations

SUMMARY

The Administrative Support Coordinator is critical to the overall operations by conducting a wide variety of administrative functions, including but not limited to support in accounts payable, contract and insurance monitoring, and general office support.

MISSION AND COMMITMENT TO DIVERSITY, EQUITY, INCLUSION, AND BELONGING

The Webb Schools are committed to fostering an inclusive school community characterized by openness, acceptance, and empathy, where all members are valued, respected, and supported. Our community is strengthened by the diverse views, beliefs, backgrounds, and experiences of our students, faculty, staff, and alumni. Embracing diversity in all its many forms is essential to our mission: in particular, our call to provide an exemplary learning community that nurtures future leaders who will act with honor and moral courage and serve with a generous spirit. For more on our values and commitment to DEI initiatives, click here .

RELATIONSHIPS

This position reports to the Chief Financial Officer and Director of Operations. This position interacts with administrators, faculty, staff, students, families, affiliates, and visitors to the campus.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Job responsibilities are assigned by the Chief Financial Officer and Director of Operations who may, in their sole discretion, alter, add to, or eliminate job assignments at any time, with or without prior notice. Specific responsibilities include, but are not limited to:

General Office Support:

• Reconcile and process monthly credit card transactions for the Webb community. Assist with service user inquiries, issue cards, report user-related changes including new users, terminating access, blocking cards, and reporting fraud.
• Provide general administrative support to team members, such as coordination of meeting logistics (i.e., board meeting, team meetings, events, etc.), copying, scanning, and mailing documents.
• Prepare board meeting minutes for Chief Financial Officer and Director of Operations.
• Maintain the annual compliance calendar to ensure the timely and accurate completion of all compliance and statistical reporting for government and professional agencies.
• Act as the primary back-up to the front desk:
  1. Answer all incoming telephone calls to the Schools and direct to the appropriate person or department.
  2. Cash Management and miscellaneous cash record keeping.
  3. Process all outgoing mail for students, faculty, and office staff (domestic and international).
  4. Receive and sort all incoming mail, distribute to campus mailboxes.
  5. Coordinate van key use, monitor van status concerning maintenance, athletics, weekends, special events, etc.
• Participate in emergency-related preparations.
• Other duties as assigned

Contract and Insurance Administration:

• Track all incoming and outgoing contracts, and ensure that contracts are fully executed and filed electronically.
• Monitor ongoing insurance certificates with vendors.
• Track and maintain insurance certificates required by contracts.
• Serve as custodian of campus inventory, including maintaining evergreen lists of campus assets:
  1. Inventory items at the time of purchase, items in inventory, tracking movement, and when approved for disposal.
  2. Work closely with accounting staff to ensure that annual physical inventories are completed, and database records are current.
• Other duties as assigned

Accounts Payable:

• Act as primary back-up to Accounting Analyst:
  1. Process Invoice Payments (petty cash, check, wire, and ACH)
  2. Gather new vendor information to prepare and file government reports (i.e., Sales Tax, California Form DE 542, IRS forms 1099 and 1096, and Nonresident vendors.
  3. Organize, maintain, and scan general ledgers and files. Assist with shredding and adhering to Webb retention policies.
  4. Answer accounts payable inquiries, resolve discrepancies, and provide requested information.
• Provide excellent customer service to students, parents, administration, and the public through in-person, telephone, electronic, or written communication.
• Other duties as assigned.

KNOWLDEGE, SKILLS, AND ABILITIES

• Experience in independent schools or similar environments is highly preferred.
• Proficient computer skills necessary to create documents, spreadsheets, and/or forms in Microsoft Office (Word, Excel, PowerPoint) and other software programs as required by the position and the ability to learn various software programs used within the department(s).
• Excellent verbal and written communication skills. Ability to interact with administration, faculty, staff, students, and guests in a highly responsive and professional manner, be culturally sensitive, and maintain confidentiality.
• Proven success at working collaboratively and efficiently on a creative, diverse, and goal-oriented team.
• Must be able to multi-task in a fast-paced environment and be flexible with job assignments.
• Self-motivated, ability to multi-task, excellent work habits, including a willingness to work the hours necessary to get the job done, especially when important deadlines cause greater than normal departmental pressures.
• Demonstrate the highest level of integrity and competence in thought, word, and action.
• Strong organizational skills with attention to detail and accuracy in completing tasks.

PROFESSIONAL QUALITIES OF WEBB FACULTY & STAFF

• Contributes to the delivery of the mission, vision, and values of the school community.
• Demonstrates inclusive and equitable practices to ensure that all members of the community feel a sense of belonging.
• Follows community policies and procedures and models positive behavior.
• Works effectively as a team member and develops professional and productive relationships with colleagues.
• Understands boundaries and embraces responsibility for the care of students in loco parentis .
• Promotes a trust-based community by keeping appropriate confidence.
• Manages time effectively and meets deadlines and commitments.
• Communicates and responds to all school communications in a timely manner.
• Exhibits flexibility and adaptability to change as needed.

SUPERVISORY RESPONSIBILITIES

No supervisory duties assigned.

EDUCATION AND EXPERIENCE High School Diploma/GED - Or equivalent. Three (3) years of progressively responsible experience in general office clerical or secretarial work or the equivalent. OTHER REQUIREMENTS

A criminal background check must be successfully completed before employment can begin.

PHYSICAL REQUIREMENTS

The physical requirements are representative of those that must be met by an employee to successfully perform the essential functions of this position. As prescribed by law, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMPENSATION PHILOSOPHY

Anticipated salary range: $23.00 - $25.00The Webb Schools offer competitive compensation. In setting position ranges, Webb reviews numerous factors including industry data from NAIS, CAIS, NBOA, and other market data. Webb believes a strong benefits package is important for employee stability and retention. Benefits include highly subsidized health plans, robust retirement contributions, and tuition remission. Webb allocates substantial resources to growth and professional development, including funding for advanced degrees, curriculum development, industry conferences and workshops, and other academic and pedagogical pursuits. The Webb Schools are an Equal Employment Opportunity Employer. We are committed to providing equal employment opportunities and do not discriminate based on perceived or actual race, color, national or ethnic origin, religion, sex, pregnancy (or any related conditions), age, marital status, military or veteran status, medical condition, gender/identity/expression, sexual orientation, or any other characteristic protected by state or federal law.