Administrative Assistant/Registrar/Reception Boulder Country Day School
Boulder Country Day School
May 30, 2018
Full Time - Administration
Reports to: Head of School
Status: Full-time, hours are 9:45 a.m. – 5:45 p.m.
Start date: As soon as possible
For nearly 25 years Boulder Country Day School has been at the forefront of education in the Boulder Valley. The hallmarks of our school - community, character, academic excellence, and small class sizes - are the keys to our success and allow us to create an educational experience where children innovate, create, grow and thrive. We believe our children are our future, and, to that end, we offer a broad-based liberal arts education that focuses on developing lifelong learners and responsible global citizens. The Boulder Country Day challenge, Discover Your Excellence, recognizes that excellence is teachable, personal, and can be achieved in a variety of different disciplines - academic, athletic, community service, leadership, and more. We seek to provide just the right amount of nurture, structure, and latitude to live up to this challenge.
BCD’s Receptionist and Administrative Assistant coordinates all aspects of the front desk at BCD, which includes many varied responsibilities, including but not limited to receptionist, medication delegator and liaison with the school nurse consultant, registrar, manage the school calendar and student information system, manage the facilities calendar and transportation/bus requests, , assistant to the Head of School, and assistant to other administrative personnel (development / admissions / finance).
The ideal candidate for this position will:
Possess a welcoming, friendly and outgoing manner both in person and on the phone
Maintain a highly professional work environment, including the reception desk and lobby area
Work successfully with varied constituencies, including students, faculty and staff, parents, and visitors
Possess strong written and verbal communication skills
Be highly organized, with attention to detail, and the ability to follow through to meet deadlines and commitments
Be able to multitask in a high traffic reception/lobby area working environment
Maintain a high level of confidentiality
Demonstrate punctuality, timeliness, and strong work ethic in all areas
Possess the characteristics of empathy, innovation, and problem solver
Be assigned other duties as needed by the Head of School
Greet guests, answer phones, manage security door entrance, organize and maintain reception lobby, respond to faculty requests for printing, contacting parents when child needs to be picked up, respond to parents when requesting class lists for parties, direct visitors when arriving for events, student pickup, meetings, advising of location of students for parent pickup, issue tardy slips to late arriving students and track in school management program
Excellent knowledge of Word, Excel, Outlook and various other software programs for use on a daily basis, including organizing calendars to schedule meetings as necessary
Respond to direct parent inquiries regarding special events, parent pick up, lunch, field trips, in a timely manner
Contact facilities and/or janitorial staff when requested by faculty due to plumbing, cleanup, or other issues throughout the day
Manage graduation tasks (ordering supplies and preparation of certificates for students / gifts / award certificates and plaques / other details as necessary)
Become proficient in the school’s student / parent information data base and management systems (Blackbaud / Whipple Hill)
Maintain current student information, updating and distributing new information to necessary parties (e., e-mail addresses, phone numbers, emergency contacts, addresses, etc.)
Coordinate use of facilities for external constituents, prepare facilities agreement as appropriate, maintain facilities calendar, and ensure appropriate contact with all internal constituencies regarding facilities usage to avoid possible conflicts
Coordinate use of BCD bus and process transportation requests as they are received from faculty members for field trips, sports use, etc. Contact drivers to schedule for trips; maintain calendar for bus use and respond to inquiries regarding availability
Assistant to the Head of School
Assist Head of School with preparation of correspondence, forms, notebooks, provide setup for monthly parent/coffee meetings, meeting reservations, ordering materials as necessary, surveys, emails, calendar dates in Outlook and school portal calendar, assist with ACIS and NAIS surveys and various others
Take minutes and produce action items at weekly ALT meetings
Assist in preparation for Board meetings, including preparing documents, ordering and set up of evening meeting dinners; attend meetings and prepare meeting minutes
Attend Board meetings and take notes, prepare minutes, and distribute
Assist in posting of open faculty / staff positions as necessary, organize resumes, arrange interviews and travel for candidates
Maintain and schedule appointments for Head of School
Administrative Support to Other School Administrators
Development - data entry, lists, name tags, ordering food for events, Gala mailings, etc.
Division Heads - edit push pages, set up report cards, email families re: signup genius for parent conferences, atc.
Support Receptionist/Office Manager with school lunch and health programs
Other – Help Business Office with reenrollment, cover lunch and breaks for Receptionist/Office Manager
Other duties as assigned by the Head of School
BCD employees follow the yearly school calendar. All interested candidates should send a letter expressing their interest along with a current resume and at least three appropriate references to email@example.com.
About Boulder Country Day School
Boulder Country Day School is located on 5 acres in Boulder, Colorado. We serve 340 students 3 years old through 8th grade. The Middle School is an approved International Baccalaureate Middle Years Programme.