Administrative Specialist

We are seeking a highly organized and detail-oriented Administrative Specialist to join our team. This position requires a multi-faceted individual who is capable of balancing administrative tasks, managing student information systems, managing tuition and billing, and supporting program logistics. The ideal candidate will thrive in a dynamic environment, be proactive in addressing needs, and excel at managing multiple responsibilities.

The Administrative Specialist will play a pivotal role in ensuring the smooth daily operations of our organization, from enrollment management and tuition billing to marketing support and communications. This position is perfect for someone who enjoys variety and is looking for an opportunity to impact both administrative processes and student/staff support.

Responsibilities of the role include:

Administrative Support

• Manage the student information system, including enrollment tasks, maintaining accurate student records, and ensuring a smooth enrollment process.
• Administer financial aid and scholarships, including tracking applications, managing awards, and communicating with families about tuition and financial aid matters.
• Serve as the main point of contact for staff questions related to the student information system and financial management tools, ensuring usability and resolving issues as needed.
• Create, maintain, and oversee the staff expense logging system, ensuring expense log sheets are accurate, up to date, and clearly structured for staff to record their own expenses.
• Draft and send weekly communications, update websites, and manage digital file organization.
• Provide administrative support for the Head of Studio which include creating surveys, summarizing survey results, creating marketing materials, and other tasks as assigned.
• Provide administrative support on all learning and administrative platforms

Financial Oversight

• Oversees staff expense tracking
• Monitor and document fundraising efforts

Program Support

• Supervise students during school hours
• Assist staff with daily operational tasks
• Oversee a small student cleaning team
• Lead a small group of students once a week
• Interact with and provide guidance to students, as needed.
• Order program supplies and work with facilities coordinator to order supplies needed for facilities

Marketing support

• Assist the Head of Studio in the development and implementation of marketing strategies, including outreach efforts, communications, branding initiatives, and the creation of promotional materials.
• Support the creation of marketing materials, newsletters, and social media content as needed.

Additional Responsibilities

• Support daily operations by assisting with arrival, lunch, and dismissal duties.
• Step in as a substitute leader for classroom activities or book clubs.
• Address student behavioral issues constructively.

Qualifications:

• Experience & Skills:
  • Strong background in administrative support or office management.
  • Experience with student information systems (SIS), particularly FACTS, is highly preferred.
  • Proficiency in Microsoft Office Suite, Google Workspace (Docs, Sheets, Drive), and online financial management tools.
  • Excellent organizational skills with the ability to manage multiple tasks and priorities simultaneously.
  • Strong written and verbal communication skills, including experience drafting newsletters or other communication materials.
  • Strong ability to design, create, and maintain spreadsheets
• Interpersonal Skills:
  • Strong customer service orientation with a friendly and proactive approach.
  • Ability to work independently and collaborate effectively with a variety of stakeholders, including parents, staff, and board members.
  • Problem-solving mindset with a solutions-oriented approach to challenges.
• Other Requirements:
  • Affirm and agree with the core tenets of the Nicene Creed
  • Must be comfortable with occasional after-hours work, particularly for after hours program activities and workdays
  • Ability to handle sensitive information with confidentiality and professionalism.
  • Flexibility

We are committed to cultivating a healthy, supportive work environment for staff members that fosters a sense of enjoyment and fulfillment in their work.

Working conditions:

• Weekly Work Expectations: Hybrid position; 4 days a week(3 days in person); Working from home on Mondays and occasionally on Fridays, when needed
• Meetings: Staff are required to attend approximately 4 in-person staff meetings during the school year, and weekly online meetings
• Breaks: The program includes scheduled breaks during the fall, winter, and spring, during which staff have the flexibility to work reduced hours and choose their preferred work schedule
• Summer Professional Development: Staff participate in in-person training sessions in late May and early to mid-August to ensure alignment with Studio Prep’s mission and goals.
• Classes meet for 32 weeks; From Late Aug - mid-May

Location

• Austin, TX 78752 near the ACC Highlands Campus.

Compensation offered:

• Based on experience; Paid twice a month(15th and 30th);

Starting at $40,000

Benefits: Our team enjoys a generous PTO structure because we value rest, family, and well-being. Each staff member receives:

• Fridays off each week
• 5 weeks of breaks during the school year
• Unlimited sick days
• One Staff Appreciation Day

If you're intrigued by the position but lack some qualifications, yet sense you could be a strong fit, please don't hesitate to send us your resume and interest letter.

Benefits: Our team enjoys a generous PTO structure because we value rest, family, and well-being. Each staff member receives:

• Fridays off each week
• Six weeks of breaks throughout the school year
• Unlimited sick days
• One Staff Appreciation Day

Work from home on Mondays and from June to early August.

Proficient in English and excellent written communication skills