Jessica Phan

Essential Duties and Responsibilities Administrative and Office Operations Human Resources and Staffing Support Fiscal and Budgetary Responsibilities Scheduling, Travel, and Logistics Events and Community Engagement Knowledge, Skills, and Abilities

• Improved workplace productivity with the implementation of a centralized filing system, organizing both digital and physical documents.
• Assisted human resources department in maintaining up-to-date personnel records by collecting relevant documentation from employees periodically.
• Recorded expenses and maintained accounting records.
• Increased customer satisfaction by providing timely and professional responses to inquiries via phone, email, or in-person visits.
• Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
• Reduced administrative workload for supervisors, managing calendar appointments and coordinating meeting logistics.
• Streamlined office processes by implementing efficient organizational strategies and time management techniques.
• Managed travel arrangements for senior executives by securing flights and making hotel reservations.
• Executed record filing system to improve document organization and management.

The Principal’s Administrative Assistant provides confidential, comprehensive administrative, operational, and financial support to the school principal and leadership team. The position supports the efficient and effective operation of the school by coordinating administrative functions, fiscal processes, staffing support, scheduling, and event management. The role requires professionalism, discretion, independent judgment, and strong organizational skills.

• Manages and maintains the principal’s calendar, school calendar, and shared staff calendars
• Serves as the primary point of contact for the principal’s office, including phone calls, emails, visitors, and correspondence
• Prepares, edits, and distributes official correspondence, reports, memoranda, and meeting materials
• Prepares agendas and records, maintains, and distributes official meeting minutes
• Maintains confidential student, staff, and administrative records in accordance with district policies
• Enters, tracks, and maintains work orders
• Maintains and updates employee emergency contact information
• Manages timekeeping systems for hourly employees, including monitoring, correcting, and approving time entries
• Reviews and approves timesheets for hourly staff
• Assists with hiring processes, including posting vacancies, coordinating interviews, and onboarding support
• Conducts background checks for new hires and volunteers in compliance with district and state requirements
• Schedules and secures substitute teachers and staff
• Tracks, monitors, and maintains staff licensure, certifications, and professional development/KALPA training hours
• Tracks, monitors, and maintains the school’s budget and expenditures
• Reconciles school credit card transactions and maintains required financial documentation
• Prepares and processes purchase orders (POs) and invoices for payment to vendors and service providers
• Assists with school fundraising activities and related financial tracking
• Ensures financial activities comply with district policies, procedures, and applicable regulations
• Schedules staff travel, including transportation and hotel accommodations
• Plans, coordinates, and schedules student field trips, including approvals, transportation, and logistical arrangements
• Coordinates and schedules bussing for athletic events and field trips
• Assists the School Athletic Director with scheduling and logistical coordination
• Schedules meetings, events, and facility use in accordance with district guidelines
• Coordinates and organizes luncheons and meetings for staff and administrative functions
• Plans, organizes, and supports school-wide and community events, including but not limited to:
  Eighth Grade Graduation
  Open House
  Fifth Grade Family Night
• Coordinates event logistics, communication, setup, and follow-up
• Strong organizational, time-management, and multitasking skills
• Knowledge of school budgeting, purchasing, and financial reconciliation procedures
• Ability to handle confidential and sensitive information with discretion
• Excellent written and verbal communication skills
• Proficiency in office productivity software, timekeeping systems, and school management platforms
• Ability to work independently and collaboratively in a fast-paced environment
• Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
• Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
• Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
• Assisted coworkers and staff members with special tasks on daily basis.
• Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
• Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
• Maintained inventory of office supplies and placed orders.
• Accomplished multiple tasks within established timeframes.
• Managed and motivated employees to be productive and engaged in work.
• Maximized performance by monitoring daily activities and mentoring team members.
• Cross-trained existing employees to maximize team agility and performance.
• Resolved staff member conflicts, actively listening to concerns and finding appropriate middle ground.
• Maintained professional, organized, and safe environment for employees and patrons.
• Managed budgets effectively, ensuring optimal financial performance while investing in necessary resources for business growth.

• Built strong, cohesive teams by fostering a positive and supportive environment.
• Managed drills and fitness circuits to bolster athletes' coordination and performance levels.
• Promoted sportsmanship, teamwork, and respect among players both on and off the court.
• Optimized practice sessions by focusing on skill development, conditioning, and situational drills.
• Monitored athletes during events and practice to quickly identify injuries.
• Collaborated with school administration to ensure adherence to academic requirements for student athletes.
• Developed and implemented effective training and skills development strategies to improve overall team performance.
• Acted as positive role model for team participants and in community.
• Enhanced game strategies with comprehensive analysis of opponents' strengths and weaknesses.
• Fostered culture of discipline and respect among players, contributing to positive team environment.

• Maintained computer and physical filing systems.
• Updated reports, managed accounts, and generated reports for company database.
• Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
• Managed office operations while scheduling appointments for department managers.
• Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
• Coordinated special projects and managed schedules.
• Created, maintained and updated filing systems for paper and electronic documents.
• Maintained professional demeanor by staying calm when addressing unhappy or angry customers.
• Serves as personal secretary to Site Administrator and assists in operation of school office.
• Performs secretarial duties; independently answer routine correspondence, maintains administrator’s calendar, schedules meetings.
• Performs receptionist duties; gives information to parents and general public regarding school matters.
• Distributes student records for storage.
• Schedules substitutes.
• Handles school related money, prepares deposits, cash boxes for sporting events and maintains related records.
• Compiles required school related reports, discipline, attendance, class rosters, class schedules, eligibility, critical alerts and GPA.
• Greets all visitors, determines their needs, checks appointments, and directs or escorts them to proper destination.
• Responsible for data entry.
• Processes student report card data by mid-quarter/quarter.
• Provides information concerning school programs and procedures.
• Sorts, opens and distributes mail.
• Maintain and update student and staff emergency information.
• Assist in scheduling use of facilities.
• Upload sport physicals
• Take inventory of text books to destiny
• Add/delete items to destiny
• Manage Student video announcement club
• Refers specific correspondence or communication to appropriate staff members.
• Plan and coordinate catering and events
• Provide training, assign and monitor work of staff, student helpers, and volunteers.

• Developed and updated spreadsheets and databases to track, analyze and report on performance and attendance of students.
• Prepared packages for shipment, pickup and courier services for prompt delivery to customers.
• Sorted and distributed office mail and recorded incoming shipments for corporate records.
• Monitored Vice Principal's work calendar and scheduled appointments.
• Drafted professional memos and letters.
• Welcomed office visitors warmly and alerted staff to arrivals of scheduled appointments.
• Performed general office duties, including answering multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
• Generated reports and typed letters in skyward, google docs, google sheets and word.
• Mitigated variety of student and parent complaints and problems daily.
• Worked with administration on updating and executing student attendance policies to provide greater efficiency.
• Answered phone calls and messages from parents concerning attendance.
• Prepared work environment prior to arrival of staff and students.
• Documented visitor sign-ins and notify staff or department upon arrival.
• Handled parent calls requesting student early dismissal for approved reasons and facilitated release of students from class.
• Corrected discrepancies and posted daily summary report on absences.
• Reviewed absences and tardy reports for each class period as reported by teachers.
• Maintained student attendance records for 500 students and recorded in Student Information System.
• Documented attendance.
• Promptly received and forwarded incoming communications, such as phone calls, emails and letters, to appropriate staff.
• Kept reception area clean and neat to give visitors positive first impression.
• Kept physical files and digitized records organized for easy updating.

• Reported child abuse in accordance with legal standards of mandatory reporters.
• Built solid and trusting rapport with children and families, fostering trust and communication to meet case needs.
• Documented data and completed accurate updates to case records.
• Developed rapport to create safe and trusting environment for care.
• Identified issues, analyzed information and provided solutions to problems.
• Quickly learned new skills and applied them to daily tasks, improving efficiency and productivity.