PCDS is seeking an Administrative Assistant to the Head of the Lower School for the 2017-2018 school year. The Head of Lower School’s Administrative Assistant (LSAA) performs a variety of administrative and clerical tasks, including letters and documents, maintaining computerized and hard copy database and files, answering the telephone, and managing the Lower School Head’s calendar through scheduling and arranging meetings. Performs duties to assist and support Lower School Head in the overall administrative work of the Lower School (pre-kindergarten to grade 4). This is a full-time, 12-month position.
Essential Duties and Responsibilities
The Lower School Administrative Assistant will:
Promote the school’s mission, making it the center of all decisions and actions.
Support an atmosphere of trust and openness among teachers, staff, students, and parents.
Organize and review daily priorities for the Head of Lower School.
Schedule and coordinate appointments, meetings, and conferences to ensure effective management of Lower School Head’s calendar online; keep track of events on the various school calendars to coordinate as needed. Manage all arrangements for faculty meetings and events. Assist in coordinating all Lower School assemblies.
Utilize Blackbaud's student information system to enroll students in classes and manage student information as required.
Maintain daily attendance for LS students.
Perform all duties associated with preparation and distribution of student reports for pre-kindergarten - grade 4 at the end of each term.
Prepare materials, packets, and special event forms for various events, programs and conferences throughout the school year, e.g., beginning of year, end of year, Parents’ Night, Conference Days, etc.
Order, prepare, and manage materials for standardized testing; organize and mail tests for scoring upon completion.
Screen Lower School Head’s calls and take messages. Respond to incoming phone calls; deliver messages as needed.
Prepare substitutes vouchers and maintain faculty attendance records.
Prepare various certificates, e.g., Recognition Certificates and others as needed.
Maintain records and manage expenses of Lower School Head’s budget and Lower School budget.
Welcome guests to the Lower School.
Assist in planning campus-wide events.
Prepare new-Lower School staff and faculty orientation for the start of the school year.
Coordinate ordering of textbooks and other supplies for the Lower School.
Prepare transcripts for students upon request.
Prepare and coordinate Parent-Teacher conference schedules for all teachers.
Maintain State required documentation for Early Childhood Certification.
Coordinate after school extracurricular activities.
Assume responsibility for other projects as assigned by the Head of Lower School.
Due to the nature of the position, some evening duties may be necessary.
Outstanding interpersonal skills
Dedication to a high level of confidentiality
Exceptionally capable in both written and oral communication
Excellent organizational skills while still exhibiting a high degree of flexibility
Proven success at working collaboratively and efficiently on a creative and goal-oriented team
Able to make quick decisions, take initiative, and prioritize tasks
Passionate about the mission and vision of the school
Warm and personable with a good sense of humor and considerable patience
High-energy and enthusiastic about working in an academic atmosphere
Bachelor’s degree; two-three years’ related experience and/or training.
Ability to analyze and interpret forms and documents, and written and oral instructions concerning the essential duties of this job. Ability to assess situations over the phone and in person, to respond courteously in all situations to questions, which might be raised by parents, teachers, children, and staff. Ability to exercise discretion and professionalism when relating to faculty, staff, parents and students, as well as to sensitive and confidential material.
Other Skills and Abilities
Proficiency required in use of computer: e.g., word processing, database and spreadsheet software. A comfort level with learning new technology a must; Blackbaud experience preferred. Ease with use of and troubleshooting with printers, copier and laminator is needed. Must have strong multi-tasking, prioritization and organizational skills. Should be proactive and a creative thinker who can contribute ideas. Must be a self-starter, able to work independently with a minimum of direction, and must be able to handle stress during work on projects with tight timetables, and be willing to put in extra hours from time to time as needed.
PHOENIX COUNTRY DAY SCHOOL prepares promising students to become responsible leaders and lifelong learners through an education that emphasizes intellectual engagement, independence, collaboration, creativity, and integrity.