Assistant to the Lower School Principal

Paul Cuffee School, a K-12 public charter school of choice, educates a diverse community of students from the City of Providence, Rhode Island. We respect each individual and the world we share. This quality of our community is central to our mission. In the spirit of Paul Cuffee’s life, we teach students to value and practice personal initiative, perseverance, and social responsibility. Our School accomplishes these goals through a rigorous academic program which, enriched with maritime experiences, fosters discovery and critical thinking. We prepare students for higher education, lifelong learning, and active citizenship. To learn more about our school, please visit us at www.paulcuffee.org.

Reports to: Lower School Principal

Hours: 1.0 FTE (40 hrs/week), Non-Exempt (12-month position)

Responsibilities/duties include, but are not limited to:

• Provide Lower School Principal with secretarial support which includes, but is not limited to: scheduling; making and receiving phone calls; creating meeting agendas, letters, memos, forms, and reports; assisting with event set up and break down; assisting with covering duties if needed.
• Maintain Lower School Principal’s calendar and schedule events, appointments, and other items as requested by Lower School Principal.
• Ensure teacher coverage due to absences by using the absence management system and making phone calls to substitute teachers, and maintain relationships with substitute teachers to help ensure that classes do not remain unfill due to teacher absences.
• Support staff purchase ordering through Procurify, including the beginning of the school year supply ordering, creating purchase orders, ordering items, processing invoices, receiving items and processing expense forms.
• Produce reports as requested using the Student Information System (SIS) and other systems.
• Provide Spanish translation for academic-related documents, permission slips, notes to parents, reminders, report cards, phone calls for teachers, and meetings and conferences. 
• Provide oral Spanish translation for Lower School Principal and as assigned for other staff.
• Maintain teacher, class, student, staff, discipline, and other information in the SIS; including setting up courses, sections, and student schedules, and other SIS assigned tasks.
• Stay current with SIS skills related to job functions.
• Train new system users on the absence management and time and attendance systems, enter teacher/staff absences into the automated system as needed.
• Make arrangements for faculty/staff absences, ensuring appropriate coverage for absentees and calling substitutes when necessary.
• Assist with onboarding, training, and supporting substitute teachers.
• Provide support to the receptionist during high volume periods by answering phone lines and giving out late slips to children arriving late.
• Greet and help all visitors and parents; inspect proper identification for dismissal of students
• Manage parent contact lists, including adding /removing family/student information, creating groups to send messages, verifying delivery reports.
• In addition to the Lower School Principal, may be asked to provide secretarial support to the Head of School, Director of Learning and Teaching, Director of Special Education, and School Nurse Teacher.
• Help with school mailings and scheduled school events.
• Support Lower School Principal with processing time and attendance for all staff.
• Maintain neat appearance of the main office.
• Organize YMCA swimming for K- 3: schedule dates for each session, school bus transportation to and from, prepare permission slips and registration forms for students, schedule make-up days if days are missed
• Process elementary school field trip requests.
• Work closely with the Operations Manager to receive and process transportation requests and ensure students and families have transportation information. Update bus assignments in school data systems.
• Contact photographer to schedule date for school photos; provide photographer with class lists and other necessary information. Send flyers, reminders and order forms home to families; create a schedule for classes/teachers/staff to have their pictures done in a timely manner. Distribute pictures as soon as they are received from photographer; schedule and organize Picture Retake Day.
• Maintain current emergency plans for the lower school, including evacuation plans, and lockdown plans. Maintain emergency drills record sheets; schedule and execute emergency drills for the lower school. Complete the Emergency Drill Code Report Form regarding all emergency drills executed during the school year; report all lower school fire drills to the RI Department of Education via the eRIDE system.
• Maintain a current listing of distributed classroom/office keys, including master key. Maintain a full set of extra room keys.
• Assist with logistics and sets up for all school events.
• Other duties as assigned.

Student Information System Technical Assistance Specialist

• Responsible for demonstrating master-user level skill with the SIS, including entering and retrieving data, reports, and other system functions
• Coordinates SIS training for office staff, providing training, scheduling training, and supporting office staff in learning new skills.
• In collaboration with administrative team, develops and implements systems and onboarding procedures to support office staff
• Facilitates regular meetings with office staff related to using the SIS.
• May give training to new administrative staff on office responsibilities.
• Responsible for maintaining own professional development in office related tasks
• Assists the office staff team with the goal of improving efficiency of office systems across the three buildings.

Qualifications:

• High School Graduate, Secretarial Degree or Certification, or a high level of administrative secretarial experience (3-5 years) including strong knowledge of Google Suite
• Excellent interpersonal skills when dealing with faculty, staff, students, parents, visitors, and vendors
• Ability to prioritize every day and special projects, in addition to handling multiple tasks and meeting deadlines
• Excellent bilingual skills including both orally and written
• Spanish speaking required