Career Center

Reports to: Lower School Division Head

Primary Responsibilities: Primary responsibilities: Manage the front office and support the work of the Lower School Division Head as well as serving as the face of the school at the McKinne Front Desk.

Hours/Classification: Full-Time; 12 months; Non- Exempt 

                    7:00 a.m.- 4:00 p.m. with a 60 minute lunch break; additional hours as needed

The Hamlin School seeks to hire employees who will support and implement the school’s mission and Creed at all times. Hamlin employees are known for being compassionate, collaborative, and dedicated professionals who treat their colleagues and supervisors with respect and who take seriously the daily care of Hamlin students. As such, Hamlin employees pay close attention to the students’ social-emotional well being, their physical and mental health, and their moral development. Hamlin employees are committed to their own personal and professional growth; thus, they pay close attention to the research and innovations that impact their respective fields. All employees are expected to be flexible thinkers and nimble actors in support of the school’s overarching strategic goals and demonstrate a commitment to their colleagues’ success.

Hamlin employees are committed to their own professional growth; as such, they pay close attention to the research and innovations that impact teaching and learning. All employees are expected to be flexible thinkers and nimble actors in support of the school’s overarching strategic goals and daily commitment to academic and ethical excellence.

At The Hamlin School, we are committed to a policy of equal employment for all applicants and employees. As part of our commitment to a diverse and inclusive workplace, we recruit and hire applicants with diverse backgrounds and with professional experience that shows their commitment to K-8 education and to being a contributing member of the community.

Position Overview

The Executive Assistant to the Lower School Division Head is responsible for managing the Division Head’s  office and providing support to the Division Head’s work. This person must exude professionalism in all dealings with internal and external constituencies and exercise discretion and independent judgment in managing sensitive and confidential matters for the Division Head. As the main receptionist at the McKinne Front Desk, this person is the “face of the school” on Vallejo Street and is therefore responsible for exuding the values of the school and setting a positive tone each day. This Hamlin employee is known for their warm, welcoming presence, their attention to safety and security, their knowledge of things going on at the school, and their willingness to do what must be done to take care of Hamlin’s community.  Specific tasks include answering the main switchboard, greeting visitors, students, parents, and employees.

Primary Areas of Responsibility:

Administrative

• Enhance the Division Head’s effectiveness by providing necessary information and support and representing the Division Head to others. 
• Schedule the Division Head’s daily appointments and meetings, maximizing productivity while at the same time ensuring quiet work time, breathing room, and connection to employees and students.
• Handle the Division Head’s mail, faxes, voice mail messages, and travel arrangements
• Provide administrative support for special projects (i.e. faculty searches, division meetings, Lower School Assemblies, new initiatives)
• Facilitate communication and cooperation between various Hamlin constituencies and between the Division Head and external colleagues and organizations
• Ensure work orders and logistics are arranged for special Division Head-related events (i.e. parent coffees, visiting mornings, conference days, curriculum night)
• Manage mid-year and end-of-year faculty evaluation process  
• Maintain privacy of the Division Head and the school community as a whole by keeping information confidential
• Reconcile Division Head business expenses and manage reimbursements
• Manage meetings, travel, reimbursements, and preparatory materials for all appointments 

• Assist the Division Head in the day-to-day operations of the Lower School

• Perform other duties as assigned by the Division Head

McKinne Hall

• Greet visitors who enter the main school building, ensure sign-in and badge-wearing, receive appropriate identification, and provide directions to their destination
• Ensure a welcoming feel and access to pertinent information at the McKinne entrance, which may include creating displays, updating archives, posting signs for the front door, etc.
• Maintain all McKinne Hall’s first floor equipment (e.g. fax machine, copier, etc.)

Daily Attendance

• Support the Health and Safety Manager  in managing and communicating the daily attendance
• Assist with maintaining the attendance records on the HamliNet system
• Sign students in and out and ensure their safety when departing campus early due to an appointment or illness.

Professional Skills and Personal Qualifications:

• Passion for girls’ education in general and for Hamlin in particular 
• Strong interpersonal skills; a “people person” who is warm, welcoming, and gracious
• Joy for life; positive, upbeat, optimistic, can-do attitude
• Cross-cultural competency; an ability to work with respect and grace with people from diverse cultural and economic backgrounds
• Commitment to excellence, efficiency, and accuracy in daily work
• Ability to remain focused and productive in a fast-paced work environment
• Demonstrated ability to work as a member of a team and independently
• Trustworthy, dependable and flexible

Work Environment:

The work environment characteristics are representative of those in a normal classroom/school setting which one might encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work indoors in a standard office environment, computer lab, and/or classroom environment
• Exposure to dust, oils, and cleaning chemicals

• Some exposure to childhood and other diseases in a school environment

• May be required to work outside of typical work days and office hours to meet operational deadlines

Education Level:

• Bachelor's degree, or above

• CPR and First Aid Certificate

Work authorization requirements:

• Clear the Department of Justice background screening  (Livescan)
• Authorized to work in the United States
• Provide health (TB) clearance (update every 4 years)

Physical Requirements:

• Up-to-date with COVID-19 vaccinations and a commitment to remaining so as boosters roll out

• Repetitive use of hands (i.e. fine manipulation, simple grasping, and power grasping)
• Demonstrate normal depth perception

• Dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a telephone
• See and read a computer screen and printed matter with or without vision aids
• Hear and understand speech at normal levels and on the telephone with or without auditory aides

Required Knowledge, Skills, and Abilities

• Strong facility with technology software and hardware
• Ability and willingness to reflect and improve
• Positive attitude and friendly demeanor with ability to build relationships with teachers, manage school?wide initiatives
• Knowledge of HIPPA and FERPA laws 
• Strong written and verbal communication skills; ability to collaborate with colleagues, parents, and community
• Comfortable with experimentation and trying new ideas; able to learn and adjust quickly