Job Description

Job Description

Job Description

Overview

LEARN Academy Redwood City is looking for an Office Assistant to join our team in Redwood City, CA!

The Office Assistant reports directly to the Site Administrator and serves as a central support resource for daily office operations at our CLC site. This role is responsible for managing a high volume of administrative tasks including office organization, supply inventory, filing systems, mail  distribution, new hire onboarding support, and billing coordination. The Office Assistant plays an  important role in ensuring the office runs smoothly and that staff, visitors, and new employees experience a welcoming and well-organized environment.

Responsibilities

• Answer, screen, and direct incoming calls; place outgoing calls as needed.
• Greet and assist customers, students, staff, and visitors in a professional and welcoming manner.
• Draft, send, and respond to emails and other routine correspondence.
• Coordinate and maintain schedules, appointments, meetings, and campus activities.
• Perform general office duties, including making copies, organizing supplies, and providing staff with requested materials and resources.
• Prepare and submit orders for office, classroom, and campus supplies.
• Create, organize, and maintain office filing systems; send files to storage facilities as needed.
• Receive, sort, distribute, and track incoming mail, packages, and deliveries.
• Assist with setting up and organizing spaces around campus for meetings, events, and daily operations.
• Monitor and enforce routine office and campus procedures, including sign-in/sign-out requirements and visitor access.
• Monitor and maintain accurate attendance records.
• Contact maintenance personnel to report facility issues and coordinate service requests.
• Provide general administrative support to staff and assist with day-to-day campus operations.

Qualifications

• High School Diploma, required
• A minimum of 2 years prior administrative experience in an office setting
• Strong software proficiency with Microsoft Office Suite (Word, Excel, and Outlook)
• Ability to quickly learn new software programs as needed.

Job Specific

• Time Sharing : The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).
• Customer Service : Knowledge of principles and processes for providing client/student/customer services. This includes needs assessment, meeting quality standards for services, and evaluation of client/customer satisfaction.
• Deductive Reasoning : The ability to apply general rules to specific problems to produce answers that make sense.
• Time Management : Managing one's own time and the time of others.
• Organizing, Planning and Prioritizing work : Developing specific goals and plans to prioritize, organize, and accomplish your work.
• Speaking : Speaking to others to convey information effectively.
• Writing : Communicating effectively in writing as appropriate for the needs of the audience.
• Active Listening : Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Essential Behaviors

• Dependability : Job requires being reliable, responsible, and dependable, and fulfilling obligations.
• Initiative : Job requires a willingness to take on responsibilities and challenges.
• Attention to Detail : Job requires being careful about detail and thorough in completing work  tasks.
• Excellence : Job requires continuously striving for excellence.
• Cooperation/Partnership : Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.

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