Career Center

MAIN OFFICE MANAGER

EXECUTIVE ASSISTANT TO THE HEAD OF SCHOOL

ENROLLMENT ASSISTANT

This is a full-time position with three distinct but complementary roles essential for the success of the School. 

The Main Office Manager (MOM) is the first person that will greet and interact with the School’s various constituencies. As the attendant at the School’s front desk located in the School’s Welcome Center, the MOM will often be the first point of contact for students, parents, prospective families, and other guests. Additionally, the MOM performs a variety of clerical and support work involving both specific routines and broadly defined policies and procedures, works cooperatively with faculty/staff, students and parents/guardians, and performs other related duties as assigned.  

The Executive Assistant to the Head of School (EAHOS) provides consistent, confidential, and professional administrative support for the Head of School in order to maintain the well-being of the school and the broader community.  The EAHOS plays an integral role in the day-to-day lives of both the faculty and the student body. The ideal candidate will often be the first line of communication between the Head of School and the wider community and provide exceptional customer service. The role requires working collaboratively with many constituents, including the Leadership Team and other program directors. 

The Enrollment Assistant (EA) will provide valuable assistance to the enrollment team, made up of the Director of Enrollment and the Senior Enrollment Associate. The EA will assist with many aspects of the enrollment funnel, from communications with families to preparation for admissions visits and admissions events and logging information in spreadsheets to ensure timely and accurate information is maintained.

The person who serves in these three roles will often split time between completing tasks as Main Office Manager and for the Head of School and Enrollment Director, although this person will be located in the Welcome Center as a consistent, welcoming presence. The Executive Assistant to the Head of School and Main Office Manager will have three reporting relationships: Director of Finance and Operations (MOM), Head of School (for EAHOS), and Director of Enrollment (EA). 

PRIMARY RESPONSIBILITIES

MAIN OFFICE MANAGER

• Greet and welcome visitors to the school.
• Be attentive, patient, and fair with students.
• Treat parents as valued and respected members of our community.
• Use proper telephone etiquette and direct calls appropriately to school faculty and staff; forward messages; retrieve messages from voicemail and email; update voicemail recordings.
• Maintain a neat and orderly appearance in the main office and mail/copier room.
• Sort and distribute all incoming mail & deliveries.
• Order, stock, and keep inventory of all general office supplies for the main office and faculty room.
• Arrange for service of school-wide and office machines (copiers & postage).
• Work with the Director of Student Life to track student attendance, and following up with parents regarding absences. 
• Maintain and monitor sign-in/sign-out sheets for students and visitors.
• In collaboration with the Director of Teaching and Learning, update the school calendar.
• Develop and maintain the Main Office Resource Board on Blackbaud for access to often used forms and information.
• Provide basic first aid for students as authorized by parents. Maintain a log of over-the-counter medications distributed to students.
• Process accident forms for injured students and provide parents with Accident Insurance forms.
• Assist with occasional after school events, meetings, and catering as needed.
• Assist with check-out and distribution of Chromebooks to students.
• Participate on the York School Safety and Emergency Planning Committee, assisting in preparing for and administering in all fire, earthquake, and disaster drills, preparing emergency notification cards, managing Blackboard Connect system, and other safety related duties as assigned.
• Order, proof, and check Graduation announcements, diplomas, and caps & gowns.
• Attend Graduation Ceremony & set-up diploma table for distribution to seniors.
• Coordinate annual internal calendar use with the Business Office and Communications Office with key dates.
• Update all binders - Emergency Medical & Vans.

EXECUTIVE ASSISTANT TO THE HEAD OF SCHOOL

• Promote the school’s mission, making it the center of all decisions and actions.
• Support an atmosphere of trust and openness among faculty/staff, students, and parents.
• Organize and review weekly priorities for the Head of School.
• Help schedule, maintain, and confirm the Head of School’s appointments and calendar activities.
• Assist the Head of School with work and events related to the board of trustees.
• In collaboration with the Head of School and other departments, help manage arrangements for faculty/staff meetings and employee events.
• Review the Head of School’s mail and email, and draft responses when necessary.
• Screen the Head of School’s phone calls and take messages.
• Prepare the Head of School’s memoranda.
• Make travel arrangements for the Head of School.
• Manage expenses for the Head of School’s budget and prepare invoices for approval.
• Provide general clerical duties and administrative support to the school.
• Update contact information in school databases.
• Assist the York Parents Association by providing logistical support.
• Welcome guests.
• Assist in planning campus-wide events.
• Compile information as requested, formatting reports, graphs, tables, records, and presentations.
• Assume responsibility for other projects and tasks as assigned by the Head of School.

ENROLLMENT ASSISTANT

• Greet and welcome prospective families when visiting York School, especially on student visit days.
• Assist the enrollment team with administrative tasks including managing enrollment spreadsheets, outreach email and responses, mail, form letters, etc.
• Maintain a working knowledge of Enrollment Management in Blackbaud to support families in the enrollment funnel and York School database. Key skills include running reports, bulk mailing, and sending pushpages.
• Support admission event preparation including managing event registration, nametags, and admission materials.

QUALIFICATIONS AND EDUCATION REQUIREMENTS

• 3+ years experience as an executive assistant, office manager, or similar role in an educational, non-profit, or corporate setting. 
• Associate or bachelor’s degree preferred.
• Outstanding interpersonal skills. Warm and personable with a good sense of humor and considerable patience.
• High-energy and enthusiastic about working in a school atmosphere.
• Dedication to a high level of confidentiality.
• Exceptionally capable in both written and oral communication.
• Excellent organizational skills while still exhibiting a high degree of flexibility.
• Technologically savvy.
• Proven success at working collaboratively and efficiently on a creative and goal-oriented team.
• Able to make quick decisions, take initiative, and prioritize tasks.
• Passionate about the mission and vision of the school.
• The position occasionally requires additional hours outside of a typical work week.
• Salary range: $50,000-$62,000 with additional benefits, including health, vision, and retirement.

SCHOOL INFORMATION

Founded in 1959, located on scenic hillside terrain in California’s Monterey Bay area, York School is a college preparatory, coeducational, independent day school for grades 8-12. York is an intentionally small school with a rigorous academic program, exceptional faculty, and a distinctive campus culture. 76% of York’s faculty hold advanced degrees and the average class size is 15. www.york.org  

York is a warm and welcoming community for all. Between our safe campus, dedicated faculty, and commitment to diversity and inclusivity, we believe everyone has their niche on our sunny hilltop. It is from the foundation of belonging and connection that our mission and values grow. The support and security offered to our students allows them to cultivate their curiosity and ambition not only in their academics, but in leadership, creative problem solving, artistic and athletic pursuits, service learning, and more. When you are part of York's vibrant and nurturing environment, you are empowered to embrace your full potential and shape a brighter future for yourself and others.

APPLICATION MATERIALS

Interested and qualified applicants should submit a:

• cover letter;
• resume;
• list of three professional references.

Send all materials in PDF format via email to careers@york.org. Please no phone inquiries. Applications will be accepted until the position is filled. 

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

York School provides equal opportunity to all employees and applicants for employment without regard to race, color, religion (including religious dress and religious grooming), gender, gender identity (defined as each person’s internal understanding of their gender), gender expression (a person’s gender related appearance or behavior, whether or not stereotypically associated with the person’s sex assigned at birth), sexual orientation, national and (or) ethnic origin, citizenship, ancestry, age, marital status, registered domestic partner status, military or veteran status, physical or mental disability, legally protected medical condition, sex (including pregnancy or perceived pregnancy, childbirth, breastfeeding, or related medical conditions) genetic information or characteristics, or any other characteristic protected by federal or state law or local ordinance.

About York School

SCHOOL INFORMATION Founded in 1959, located on scenic hillside terrain in California’s Monterey Bay area, York School is a college preparatory, coeducational, independent day school for grades 8-12. York is an intentionally small school with a rigorous academic program, exceptional faculty, and a distinctive campus culture. 76% of York’s faculty hold advanced degrees and the average class size is 15. www.york.org

Connections working at York School