Administrative Assistants typically are the hub of a school office. They know where things are, how to get things done and who can help with particular tasks and projects. They disseminate information to parents, staff and students, schedule meetings, maintain records and monitor student needs, parent communication, and program activities. They are a support person for families, students and faculty. The Administrative Assistant is the go-to person for many tasks and is relied on heavily by others. As a result, they must be adept at dealing with and accommodating a variety of people and personality types – parents, children, and teachers.

This role serves two capacities. The first includes organization and management of the front desk area. This person is the face of the school, responsible for answering phones, meeting visitors and providing information to all who arrive at the front desk. The second is a coordinator of the operations support for the School. Working closely with the Director of Finance and Operations as well as the maintenance and cleaning staff, the role is a combination of front desk maintenance and behind the scenes administrative support to keep the school functioning effectively.

Duties and responsibilities included but not limited to:

• Maintains the safety and security of the Lombard Street doors including visitor, student and parent arrivals

• Answers phones from main school number

• Receives mail and packages and coordinates the mailroom.

• Supervises and schedules housekeeping staff

• Manages vendors and service providers on campus

• Maintains supplies and necessary materials for offices and classrooms

• Liaisons with Non-Public school staff and processes state and vendor accounts

• Orders teacher materials, supplies annually and throughout the year as needed

• Coordinates state funds and ancillary accounts for purchase of materials, services and supplies

• Coordinates the NPIS system

• Support the Business Office with logistics and clerical support

• Coordinates staff time off request process

• Provides first aid support as a backup when School Nurse is unavailable

• Support the Administration with Graduation including ordering and event planning

• Supports the Director of Secondary School placement with clerical needs through process

• Manages substitute teaching assignments and new substitute candidate onboarding

• Manages transportation for athletics, field trips and School district of Philadelphia transportation

• Organizes attendance and database management on Veracross

• Uploads Map Growth/testing results on to the student files on Veracross

• Manages parent volunteer and substitute clearance process

• Performs other duties as assigned by the Head of School

Expressing a positive attitude and commitment to the Mission, striving to make the School an inclusive community, showing interest in professional and personal development, working collaboratively on a team, and exhibiting the capacity to receive and implement feedback is necessary. Maintaining flexibility, assuming good intent, and demonstrating a willingness to adapt throughout the year is important. Demonstrating consistent kindness and respect for all members of our community is expected. This is a 12 month position with some work on nights and weekends.

Interested candidates should send a cover letter and resume via email with the subject line “Administrative Assistant and Operations Associate” to Diane Scirrotto at dscirrotto@st-peters-school.org.

About St. Peter's School

St. Peter’s School is a non-sectarian, independent, and coeducational Preschool through Eighth Grade school, educating approximately 170 students in the center of Philadelphia for over 185 years. The School's Mission is to honor the richness of childhood, foster mastery of academic principles, and educate students to be generous and committed citizens of their communities and the world. St. Peter’s School is committed to engaging and preparing students for meaningful participation in a diverse society.

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