Details
Posted: 07-Jul-22
Location: New York, New York
Type: Full Time
Preferred Education: 4 Year Degree
Categories:
Business Management
Collegiate’s Middle School Division seeks an organized, energetic, and experienced full-time Administrative Assistant to begin immediately. The ideal candidate is self-motivated, flexible, and able to work as part of a team. This person is also detail-oriented and adept at problem solving. Additionally, the Administrative Assistant must possess an enthusiastic commitment to the importance of building and sustaining a diverse, just, inclusive, and equitable academic environment.
General Summary:
Under the general direction of the Head of Middle School, the Administrative Assistant is responsible for managing the logistical duties within the Middle School Office while working directly with faculty and staff to support the Middle School Division’s functionality. This position is responsible for supporting school administrators and faculty in a variety of ways, managing Middle School Office correspondence, greeting and assisting visitors to the Middle School Office, and supporting yearly events. This is an outward-facing position in constant contact with parents, faculty, students, and colleagues from other divisions which requires a professional and calm demeanor.
This is a 12-month position.
Essential Duties:
- Performs all administrative and office management tasks in the Middle School Office, including answering phones, managing various documents and records, order supplies, and greeting visitors;
- Reads and responds to mail and email from parents, teachers, and others;
- Maintains Head of Middle School’s calendar;
- Schedules parent- and student-Head conferences;
- Schedules Head's classroom observations and post observations;
- Maintains student attendance, late arrivals, and early dismissals; Verifies absences with parents;
- Maintains Office of Pupil Transportation report; Issues Metro cards;
- Serves as general resource for students;
- Professionally liaises with parents on a variety of issues;
- Prepares Middle School mailings, registration materials including course descriptions for the Middle School Course Guide, and student grade reports;
- Facilitates all Middle School events such as curriculum night, final exams, etc.;
- Assists with maintenance of Middle School portal in Collegiate Connect;
- Creates and maintains schedules for teachers and students Grades 5-8, utilizing Collegiate Connect Blackbaud and other scheduling systems;
- Serves as a member of the Scheduling Committee;
- Responds to various parent, teacher, or student requests;
- Provide clerical and logistical support for student field trips and special events;
- Arranging logistics and refreshments for meetings and events;
- Perform administrative tasks such as typing and editing letters and bulletins;
- Attend middle school faculty meetings and take minutes of meetings as needed;
- Performs related duties as assigned.
Education and Experience:
A Bachelor’s degree from an accredited college or university. Must possess a minimum of five years of office management experience in a professional setting. Independent school experience preferred.
Special Requirements:
- Must be able to complete a background check
Knowledge, Skills and Abilities:
- Ability and willingness to participate fully in a dynamic day school located in New York City;
- Excellent communication skills, both orally and in writing;
- Ability to maintain confidentiality;
- Highly proficient with Word, Excel and database management;
- Ability to multitask, keep calm under pressure and treat everyone with respect;
- Displays curiosity, a positive attitude, flexibility and a good sense of humor;
- Ability to follow all policies and procedures of the School as written in the employee and parent handbooks.