The Upper School Administrative Assistant provides high-level administrative support for the Upper School Director and serves as a source of information for students, families, employees, and visitors while ensuring the smooth operation of the Upper School. The Administrative Assistant is a trusted partner, maintaining confidentiality around highly sensitive information and always exhibiting the highest level of professional integrity.
Primary Responsibilities:
- Maintain the highest degree of confidentiality, discretion, and professionalism in all interactions
- Understand and anticipate the needs of the Upper School Director regarding preparation for and scheduling of all activities
- Maintain the Upper School calendar, coordinate filing, photocopying, and other necessary office work
- Manage student records and the confidentiality of information therein
- Coordinate teacher absences and arrange for substitute teachers; provide keys, instructional materials, and other related records as needed
- Answer incoming telephone calls, as needed; answer questions, resolve issues, take messages, and forward calls to the appropriate party
- Screen/greet/direct visitors to the Upper School and support students, parents, and visitors in understanding school policies, procedures, and records.
- Generate and distribute divisional communications relating to the start of the school year, progress reports/report cards, upcoming holidays, bulletins, and other parent-guardian correspondence.
- Help monitor and balance assigned budgets, complete expense reports, and organize supporting documentation for the Upper School Director
- Manage and maintain teaching/administrative supplies and materials
- Maintain student attendance information using learning management web-based tools
- Attend meetings and perform other duties as requested by the Upper School Director and the Head of School.
Job Requirements:
- Reliable with a professional manner
- Commitment to working in and fostering an inclusive community
- Able to make quick decisions, take initiative, and prioritize tasks
- Able to communicate effectively with all constituents in a school environment
- Strong organizational skills and detail-oriented
- Warm and personable with a good sense of humor and considerable patience
- Able to arrive early and leave later on some afternoons.
Qualifications:
- At least 3 years of successful administrative support experience, preferably in an executive office
Essential Functions:
- Regularly required to walk, including across uneven ground, talk, hear, reach with hands and arms, and occasionally lift and/or move up to 15 pounds
- Must be able to sit and stand throughout the day, and bend, kneel, or squat
- Must be able to operate a computer and have intermediate knowledge of Google Workspace (or Microsoft Office)
- Must be able to access and navigate all areas of the school and other facilities as needed
- Must be able to utilize oral and written communication skills effectively
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