Mary McDowell Friends School (MMFS) invites applications for the position of Administrative Assistant beginning immediately.

You are one half of a two-person reception team and a key member of the administrative staff, responsible for keeping the school organized and operating efficiently. As one of the first people to greet our community members when they walk into MMFS, your enthusiasm, professionalism, and courtesy create a friendly school environment for our students and foster a positive work culture for you and your colleagues. This role performs a variety of secretarial and administrative duties to provide the necessary support to the school, students, and parents while ensuring that the integrity of information is maintained and that the front desk operates efficiently.

The ideal candidate:

• Is collaborative, flexible, diplomatic, confident, enthusiastic, and patient, and must have a sense of humor.
• Remains calm and confident. Not every day will be a fire drill, but it’s critical that you can function under the high-pressure situations that will undoubtedly come your way.
• Knows when and how to make others be seen and feel heard. You can laugh at yourself (and your boss) every once in a while.
• Can anticipate needs. To really thrive in this role, you have to be able to see ten moves ahead and anticipate issues before they become full-blown problems.
• Is resourceful, creative, and innovative in ambiguous situations. You are an independent thinker who never needs hand-holding (but knows when to ask for help). Should you become overwhelmed, you prioritize and proactively follow up. You keep things in perspective and can reset after a trying day.
• Possesses a strong work ethic and a desire to support the school's mission. You embrace the values of Quaker testimonies.
• Is purposefully kind.

Responsibilities and Duties

• Answer all inbound calls and respond to questions; take and relay messages; provide assistance and information.
• Greet parents, students, staff, and other visitors to the school; assist visitors, and direct them to the appropriate person or department.
• Record and process employee attendance data to determine coverage needs; schedule substitutes as needed.
• Assist in various tasks assigned by the Head of School or Associate Head of School for day-to-day activities and special events.
• Ensure the front desk is clean, organized, and welcoming to parents, staff, visitors, and students.
• Work with school vendors and assist with facilities management as needed for school events and evening meetings, including ordering food, space set-up and break down, etc.
• Create and distribute student and staff IDs; assist with replacements when lost or stolen.
• Assist division directors and school administrators with day-to-day activities, such as updating school calendar, preparing parent/teacher conference scheduling, and liaising with parents for school activities.
• Provide administrative support to the Business Office, Communications & Development team, and Admissions for special events.
• Prepare, format, edit, and distribute a variety of materials including bulletins, correspondence, reports, purchase orders, requisitions, flyers, and programs for school events.
• Understand, interpret, and apply school policies and procedures related to school operations, including:
• Mail distribution: pick up, receive, sort, and distribute incoming and outgoing mail.
• Schedule car service for faculty and staff.
• Provide assistance to teachers and parents with respect to attendance (arrival/dismissal) for the regular school day. Ensure that daily student attendance and other required data are recorded in the school database.
• Oversee school purchases while ensuring orders are accurate and delivered in a timely manner. Maintain supply inventory, monitor inventory levels, and place orders as appropriate.
• Maintain a variety of student records and files including materials of a confidential nature.
• Crisis Management: Maintain Emergency Contact binders and fire drill materials and emergency “go-bag.” Serve as fire drill assistant.