Cambridge, Massachusetts
Posted: 11-Mar-25
Location: Boston, Massachusetts
Type: Full Time
Salary: $80,000 to $105,000
Categories:
Required Education:
The Director of Administrative Operations is a dynamic position that requires an open-minded, flexible, and proactive attitude. This role involves a heavy volume of electronic, personal, and telephone contact and demands a high level of professionalism, public relations, problem solving, and computer literacy as well as the ability to handle confidential information in a discreet manner. This position reports directly to the Head of School (HOS), supporting the Chief Financial & Operating Officer (CFOO) and the Associate Head of School (AHOS). This role requires impeccable organizational skills and the ability to manage multiple high-priority projects with similar deadlines concurrently. This is a full-time, twelve-month position with full benefits with the hours of 7:45 a.m. to 4:30 p.m. and has occasional evening commitments.
Requirements
Bachelor’s degree and 5+ years of experience as administrative assistant to a senior administrator or significant operations or project management experience required, with the acquired knowledge and experience to handle multiple priorities, visitors, and callers in a professional, polished manner. Public relations or customer service experience is essential. Excellent verbal and written communication skills and impeccable attention to detail expected. Extensive experience with database systems in a network environment and software including Blackbaud, Microsoft Word and Excel and Google Mail and Docs. Experience with or ability to learn other software systems.
Administrative Duties 40%
- Oversees the HOS and Assoc. HOS’s calendar and organizes meetings and appointments.
- Prepares Board of Trustee meetings and materials and manages communications.
- Researches and resolves questions, concerns, and related issues of the broader community promptly and thoughtfully.
- Contributes to enhancing school culture; builds relationships with faculty in every division
- Provides leadership, guidance, and coaching to administrative assistants throughout the School
- Assists teachers, parents, trustees, and students with needs or questions.
- Ensures records (database and hardcopy) are kept current and secure.
- Maintains and audits the Blackbaud (My Kingsley) database as needed, provides support on the platforms for the entire faculty.
- Oversee Early Arrival program
- Leads the annual rollover procedures in Blackbaud including course enrollment and report card creation
- Updates annual documents such as Faculty and Staff Handbooks, Family Handbooks, and Community Directory
- Supports AHOS in duties including scheduling, coordination of summer welcome weeks, tasks related to the implementation of the Strategic Plan, Next School Counseling, and partnership and coordination of the Parent Association
Event Management 35%
- Creates and updates a calendar of events and important dates.
- Manages a committee of representatives from each division to ensure school events are planned, communicated, and executed efficiently and excellently.
- Coordinates school events with the Elementary, Early Childhood, and Head of School’s offices, as well as the Advancement and Admission offices; events include opening events, Grandfriends’ Day, Admission Visit Days, and closing exercises.
- Researches, proposes, and coordinates staff events including midyear and end of year parties, and monthly all staff meetings
- Maintains a singular method to track event attendance at all school events.
- Assist with scheduling Parent Association Events
Personnel Management 10%
- Processes and categorizes all incoming job applications, posting on Bamboo and industry specific sites
- Creates on-campus visit schedules as needed
- Works closely with HR to accurately track attendance and staff time off
- Maintains accurate record of headcount of staff, alerting key personnel when staff is on- or off-boarded
Operational Duties 15% (fluctuates, more in summer)
- Supports the CFOO with administrative oversight of school operations.
- Partners with the CFOO to oversee Maintenance Support Staff and to manage building operations and safety protocols; available to tour facilities personnel as needed.
- Maintains purchasing procedures, standards, and documentation across all faculty and admin. assistants.
- Gathers, assembles, and maintains annually all emergency documentation and inspection records, working with the admin assistants.
- Supports the CFOO to coordinate with vendors and contractors to ensure annual inspections are completed.
- Liaise with vendors and contractors when work is needed and being performed.
- Oversees school processes and projects including student lunch program, employee parking, and annual safety trainings.
BENEFITS:
- Competitive, independent school salaries
- Matching 403b plan
- Dental, Health, Vision and Flexible Spending (FSA)
- Extensive, professional development opportunities, including Montessori training
- Qualified transportation program
- Tuition reimbursement for eligible employees seeking Montessori certification
- Kingsley tuition remission of up to 50% for eligible children of full-time employees
TO APPLY, CANDIDATES SHOULD SUBMIT THE FOLLOWING INFORMATION:
- A cover letter describing your interest in the position with an overview of your background
- A current resume
- A list of three current/past supervisors as references
Projected salary range for this position is $80,000 - $105,000.
Kingsley Montessori School values and celebrates diversity because it makes us a better employer, builds a stronger school community, develops a sense of collaboration, and encourages mutual respect and broader thinking. We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.