Career Center

Position Overview

The Assistant to the Business and Pedagogical Administrators supports their leadership roles and performs a wide variety of administrative and operational tasks to maintain an effective and well-organized office. The Assistant serves as liaison to the Administrators and as a representative of the School to employees, parents, students, colleagues at other schools, and the public as they interpret, transmit, and apply established rules, procedures, and policies in appropriate situations. This position requires initiative, problem solving skills, independent judgment, excellent and clear communication, attention to detail, and advanced organizational skills.

Reports to: Business Administrator and Pedagogical Administrator

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Schedules meetings/appointments and assists with event planning; coordinates meeting room reservations, equipment and setup requests, refreshments, notifications, and confirmations; prepares materials, attends meetings as required and may take minutes or conduct related tasks
• Maintains accurate and detailed calendar of events, due dates, and schedules as they relate to the Administrators assigned projects to ensure proper tasks and activities occur as scheduled
• Uses Microsoft Office 360 including Word, Excel, and One Drive applications to prepare a variety of materials including reports, memos, forms, correspondence, graphic/presentations, newsletters, expense requests and purchase orders from established guidelines, rough draft, or verbal instructions
• Establishes and maintains files, records, logs, and systems relevant to the Administrators’ office and affiliated projects
• Creates and maintains a variety of tracking systems, Excel spreadsheets, and databases to support the Administrators’ activities and assigned projects
• Creates and processes meeting information such as minutes or draft communications to be vetted by the administrators. Drafts correspondence to individuals and groups as meeting follow-up
• Receives and processes confidential/sensitive information with discretion according to established guidelines or legal standards
• Prepares thank you, acknowledgment, congratulations, get well, and condolence letters, etc.
• Serves as first point of contact for the Administrators while at work by greeting, welcoming, and directing visitors, employees, parents, students, and the public
• Answers telephones, takes messages, disperses information and/or directs callers to appropriate personnel
• Initiates routine tasks and actions not requiring immediate attention of the Administrators
• Supports the Board of Trustees and Board committees. Schedules meetings, emails meeting materials to Board and committee members, and maintains ongoing archival files
• Processes approved credit card transactions, and maintains records of receipts, invoices, and expenses
• Collaborates in the process of COVID related matters
• Serves as substitute for front office personnel as needed
• Performs other duties as assigned

Qualifications

• High School diploma or GED required, bachelor’s degree preferred, commensurate work experience considered
• 2+ years of clerical experience preferred
• Familiarity with or willingness to understand the unique cultural work environment of a Waldorf school
• Previous experience working in a school environment preferred
• Strong executive functioning, and organizational and prioritization skills
• Strong interpersonal and problem-solving skills
• Excellent verbal and written communication skills
• Professional manners and good judgement
• Ability to work collaboratively and take initiative
• Proficient in Microsoft Office Suite, database experience (Veracross preferred), advanced computer skills
• Ability to operate a variety of office equipment such as a computer, printer, scanner, copier

COVID-19 Safety

• PWS expects school employees to be fully vaccinated for the health of our students and employees
• PWS is following careful and successful COVID-19 protocols including prioritizing ample space for working indoors and outdoors, masking, daily health screenings, and frequent testing for all individuals