Admin II - Administrative Assistant

Job Description

Job Description

Reports To: Head of School

Employment Classification: Full-Time

Overview

The Administrative Assistant (Admin II) plays an essential role in supporting the daily operations and communication efforts of Kingdom Heights Preparatory School. This position ensures the school office runs smoothly while also sharing the mission and life of the school through newsletters, announcements, and social media. The ideal candidate is organized, proactive, and professional, equally comfortable managing details, assisting the Head of School, and communicating with parents and staff in a warm, Christ-centered manner.

Key Responsibilities

• Provide general administrative support, including managing phones, emails, calendars, student information system, emergency website updates, and records.
• Support the Head of School and leadership team with scheduling, prioritizing appointments, and preparing meeting materials.
• Prepare and review correspondence, reports, and documents as directed by the Head of School.
• Coordinate travel arrangements, accommodations, and itineraries for the Head of School as needed.
• Assist with ordering supplies, tracking inventory, and processing purchase requests.
• Maintain confidential files, including student and administrative records, ensuring compliance with school policies and accreditation standards.
• Coordinate assemblies and meetings as needed.
• Create and distribute internal and external communications, including the school newsletter, announcements, updates to families and staff, inclement weather, and emergency correspondence.
• Support social media and marketing efforts by gathering photos, writing posts, and maintaining consistent messaging aligned with the school's brand.
• Collaborate with other administrative staff to ensure smooth daily operations and clear communication across departments.
• Assist with organizing staff meetings and take meeting minutes when required.
• Support the onboarding of new staff processes.
• Maintain strict confidentiality regarding all student, family, and staff information.
• Handle sensitive records to include, but not limited to, academic, medical, disciplinary, or financial, with discretion and professionalism.
• Share information only with authorized personnel and in accordance with school policy and FERPA guidelines.
• Protect both printed and digital records by following secure data-handling procedures.
• Demonstrate integrity and trustworthiness consistent with the school's Christian values, recognizing confidentiality as both a professional and spiritual responsibility.
• Uphold the biblical principle of discretion: "A gossip betrays confidence, but a trustworthy person keeps a secret." - Proverbs 11:13 (NIV)
• Perform other duties as assigned to support the mission and operations of Kingdom Heights.

Qualifications

• Model Christ-like behavior and maintain a personal relationship with Jesus Christ.
• Support and promote the spiritual growth and mission of the school community.
• Bachelor's degree in Education, Administration, or Communications preferred; equivalent experience considered.
• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication skills for newsletters, correspondence, and parent communication.
• Proficiency in Microsoft Office, Google Workspace, and digital communication tools (e.g., Canva, Smore, or social media platforms).
• Professional, dependable, and able to maintain confidentiality.
• Positive, service-oriented attitude with the ability to interact graciously with staff, students, and families.
• Ability to manage time effectively, meet deadlines, and adapt to changing priorities.
• Commitment to the mission, values, and statement of faith of Kingdom Heights Preparatory School.

A nonpublic school must seek and obtain a criminal history background information check on all "applicants seeking positions with, and on all current employees and current employees under review employed by any nonpublic school, who have unsupervised access to or who provide education, training, instruction, or supervision for children in an educational setting." Code of Alabama 1975 §16-22A-5(b).