The Administrative Assistant to the Upper School Head is a critical member of the Upper School providing administrative support to the Upper School Head. The Administrative Assistant to the Upper School Head is integral to the overall success of the division by helping to coordinate its efforts under the direction of the Upper School Head. The successful candidate will be an enthusiastic team member who is organized, has high attention to detail, a positive attitude and a resourceful nature that results in the successful completion of a variety of tasks. Serving as a confidant and reliable source of administrative support for the Upper School Head, their trusted and high functioning relationship is a valuable asset to the department’s success.
Essential Duties and Responsibilities
Maintain the highest degree of confidentiality, discretion, and professionalism in all interactions
Responsible for standard office procedures that provide support to the Upper School Head and US Deans and the functioning of the US Head’s office with accuracy and close attention to detail
Anticipate and successfully meet the daily needs of the Upper School Head to ensure US Head can effectively and efficiently meet responsibilities (e.g., maintain calendar/scheduling, correspondence, create reports, compile data, etc.)
Maintain files of matters in progress and follow up to ensure actions are completed in a timely manner for the US Head and US Deans
Ensure that complete and timely information is available to the US Head regarding all ongoing matters
Support Upper School Deans and Upper School Head by compiling data upon request, progress Assist reports, printing comments and grades, retreat assistance, collecting Handbook & Privileges' Forms for all students and support events that impact upper school throughout the school year.
Prepare and process all correspondence, grades reports, agendas, publish US Notes and complete designated tasks for Deans or other administrators as required
Arrange for meeting logistics and attend meetings as directed by the US Head; takes notes and follow through with action items
With discretion, provide support for counselors and Learning Specialist
Manage year-end awards process, ballots, selection and engraving/gift
Manage, independently, work permit software and processing for all students
Manage workflow for reimbursement, accounting, and budget allocation coding for US Head accounts
Manage process for Senior Ovals (working with vendor, scheduling and payment), Senior ring sales, diplomas and graduation announcements for students
Work with Prom Committee to secure contract for Prom location, manage online ticket sales, and maintain budget
Manage student daily attendance; maintain attendance database and attendance reports including reconciling all attendance and tracking students’ presence on campus at all times to achieve accountability, accuracy and individual student attendance trends.
Use discretion and judgment to identify and alert appropriate support staff as to needs of students
Process excess absence and progress reports, work crew/detention notices and oversee Work Crew
Provide coverage as needed for make-up test and work crew
Communicate with Parents as necessary to assure the health needs as related to attendance
Respond and triage injuries and illnesses using first aid training as required; processing students who are ill; working with Athletic Trainer in handling illness of student’s daily and contacting parents to schedule pickup for an ill student.
Responsible for taking attendance during emergency disaster events as well as triaging students and faculty during a disaster
Qualifications and Experience
Possess a minimum of a bachelor’s degree.
A minimum of 3 years of experience in a high functioning environment with deep collaboration and great attention to detail
Demonstrated ability to learn quickly and willingness to take direction and collaborate with others
Excellent written and oral communication skills
Commitment to excellence and best practices
Proficiency with Microsoft Office
Strong attention to detail and organizational skills
Ability to work independently and as part of a team
Ability to problem-solve and think creatively
Demonstrates initiative and flexibility with long and short term responsibilities
Strong interpersonal skills that would bring value to the Upper School and the School’s relationships with parents, students and other Castilleja constituents
Ability to multi-task effectively under a complex schedule of deadlines with great attention to detail
Experience with, or understanding of, the culture of independent schools
Ability to pass state and federal fingerprinting and background check and provide a recent negative TB test
The position is 12 months and non-exempt. It requires occasional weekend and evening work as well as limited local and national travel.
If interested, please provide completed application, resume and cover letter to email@example.com and indicate USADMINASST in the subject field. Compensation is commensurate with experience. No recruiters please.
Castilleja School is a non-sectarian independent college preparatory school for young women located in the San Francisco Bay Area near Stanford University and in the heart of Silicon Valley. Founded in 1907 by Stanford graduate Mary Ishbel Lockey, the school has an enrollment of girls in grades six through twelve, and has a long-standing reputation for the excellence of its academic program. Cast...illeja educates young women by fostering their intellectual, physical, creative, and emotional growth through an exemplary college preparatory experience within a diverse and supportive community.