Accrediting Commission for Schools, WASC

ADMINISTRATIVE SUPPORT & RECEPTION ASSISTANT:

Under the direction of the Executive Assistant, the Administrative Support and Reception assistant will be responsible for performing a variety of administrative duties in supporting our ACS WASC Members and Office.

REPRESENTATIVE DUTIES:
GENERAL

• Welcome all visitors, appointments, walk-ins and deliveries with alacrity
• General administrative support to all staff and members as needed
• Provide polite and professional assistance via phone, email
• Liaison / Global Ambassador of ACS WASC to all
• Other duties as assigned

Phones

• Screen and announce calls to President, Executive Vice President and office staff
• Answer general accreditation questions to relieve members desk and schools desk
• Direct callers to appropriate information on our website or portal refer to appropriate office contact
• Direct callers to other appropriate agencies and/or departments
• Manage and maintain digital records with new school and member information
• Take messages as needed, follow-up on phone/email inquiries
• Provide non-confidential copies of past school reports/visiting committee reports/official letters to the schools and the chairs
• Direct or answer voicemails left in the general inbox
• Change voicemail message with updated office hours and information as needed
• Utilize discretion, safeguard confidential school member information when answering phone

Email

• Receive all general WASC email – Screen and forward to appropriate personnel
• Respond to most emails
• Follow up with email conversations
• Answer and distribute faxes
• Safeguard confidential information when replying to general inquiries

Data Entry

• Research and update contact information to update members for schools (Principal updates)
• Manage, update, organize and edit database

Office Support

• Generate, manage, track and follow-up on Principal / Superintendent Letters (member recruitment and update survey)
• Generate invitations when requested

• Assists with packing and sending certificates for California schools, Hawaii, International

• Provide back-up; generate and send reports/correspondence to schools and/or members
• Generating and saving documents to AIMS (Intact-AIMS)

SKILLS AND ABILITIES:
SKILLS:

• Microsoft Office skills - Word, Excel, Outlook and data base software, with an ability to become familiar with company-specific programs and software.
• Salesforce database skills, either know or willing to learn
• Ability to learn new software
• Strong organizational, project management and problem-solving skills with multi-tasking abilities
• Exceptional interpersonal skills, oral and written communication skills
• Knowledge of operating office machines, including computer equipment, mail machine, scanner
• Friendly and professional demeanor

ABILITY TO:

• Perform and coordinate office, administrative and clerical work in support of our members and staff
• Learn, interpret, apply and explain WASC policies, rules, and objectives
• Be able to collaborate and work in a team environment and to also be able to work independently with little direction
• Compose correspondence independently
• Perform duties effectively with many demands on time and with constant interruptions
• Establish and maintain effective working relationships with others
• Meet schedules and deadlines
• Plan and organize work
• Work confidentially with discretion

EDUCATION AND EXPERIENCE:

• Must have a GED or High School Diploma
• Any combination equivalent to graduation from high school and three years of office/administrative experience, preferably in an education setting

PHYSICAL DEMANDS AND WORKING CONDITIONS:

• Office environment; subject to frequent interruptions
• Work under pressure of deadlines and time constraints
• Light physical activity and lifting up to twenty pounds
• May be required to work at a computer workstation for extended periods of time

Job Type: Full-time

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Burlingame, CA 94010: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 2 years (Preferred)

Work Location: One location

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