Administrative Assistant to the Middle School Director
July 24, 2018
Full Time - Faculty
4 Year Degree
Middle School Director Administrative Assistant
About the Opportunity:
We are seeking a motivated, inspired, and seasoned assistant to provide confidential, organizational, attention to details, writing, editing and computer skills, and the ability to anticipate the needs of the Middle School Director. This position also acts as the official middle school registrar and the liaison between the Middle School Director and the larger school community and requires a high level of diplomacy and discretion.
Scheduling and maintaining the Middle School Director’s calendar in coordination with and using the GOOGLE School Master Calendar.
Maximize the Middle School Directors’ time by rescheduling or adjusting as necessary.
Anticipate calendar needs several months or more in advance to ensure proactive and effective scheduling.
Be proactive in anticipating the various events of the school year and anticipating the Middle School Director participation in these events.
Screen the Middle School Director’s phone calls and visitors to ascertain urgency, whether the Director needs to personally respond and, if possible, responding or routing to the appropriate Menlo School employee for proper response and follow-up.
Ability to respond to letters, emails and phone calls and general correspondence of a routine nature quickly.
Prepares and maintains minute for Middle School faculty meetings and other meetings as required.
Organizes and maintains both paper and electronic files and relevant documents.
Secures information or relays requests of the Middle School Director which may be urgent and confidential in nature.
Drafts correspondence based upon notes or general instruction.
Middle School Faculty/Staff Support and Coordination:
Communicate email agendas, minutes, and supporting documentation for all middle school faculty meetings
Attend all faculty meetings, take minutes, and track attendance
Input enrollment, daily attendance, and generate student progress reports, and report cards in to the data system
Support the Assistant Middle School Director, Department Chairs, Team Leads, Advocate Coordinators and other Office Staff on meeting logistics, correspondence, and documentation.
Assume responsibility for special projects for the Middle School Director
Cheerfully and efficiently support the goals of the school and the Middle School Director in innovative ways.
Complete expense reports and track the Middle School Budget.
Arrange travel for the Middle School Director as necessary.
Maintain and update standard letters.
Serve on administrative committees as needed.
Schedule Middle School faculty evaluations
Coordinate all new hires’ phone calls, visits, and interviews with Middle School Director, Departments, and Head of School office
Knowledge, Skills and Abilities:
Advanced written and verbal communication skills.
Ability to create, proofread, edit, and oversee communications materials.
Ability to have thoughtful and clear expression, with emphasis on information-gathering and writing skills.
The ability to see what needs to be done and to take initiative in doing it.
Ability to create surveys
Proficiency with Microsoft Office (Word, Excel, PowerPoint) and familiarity with database functionality and portal management.
Expertise in Google calendaring; Google documents; spreadsheets; forms.
Ability to work with a wide range of individuals and to interact cheerfully and professionally.
Bachelor of Science or Bachelor of Arts preferred.
Minimum of an A.A. with at least four years of prior, relevant experience.