Assistant to Upper School Division Head

Description

The Harker School seeks an experienced highly organized and personable Administrative Assistant to the Head of Upper School preferably with prior school experience to provide high-level administrative and operational support to the Upper School Division Head.

This full-time 12-month position serves as an important liaison between the Upper School office and the Harker community.

Work Schedule: MondayFriday 7:30 a.m.4:30 p.m. with a one-hour unpaid lunch break.

The Administrative Assistant provides direct support to the Head of Upper School while overseeing the multifaceted administrative functions and daily operations of a thriving Upper School campus. Responsibilities include executive scheduling communications event and project coordination financial administration calendar management and general office operations. As a central point of contact for students parents faculty staff and administrators the Administrative Assistant plays an essential role in fostering an organized welcoming and efficient office environment.

Each day brings new opportunities to learn collaborate and engage in creative and innovative ways within our diverse school community. Success in this role requires the ability to develop positive professional and friendly relationships with students parents faculty and staff.

The ideal candidate combines a proactive problem-solving mindset with exceptional organizational skills attention to detail and a demonstrated ability to manage multiple priorities. This individual enjoys working with students and educators anticipates needs exercises sound judgment and brings professionalism warmth and enthusiasm to their daily interactions.

We are guided by our institutional Values in Action :

• Greet cheerfully
• Seek to understand
• Lean in
• Discover daily
• Make a difference

All with honor and integrity.

Education and Experience

• Bachelors degree or an equivalent combination of education and relevant professional experience.
• 35 years of progressively responsible administrative experience preferably supporting a senior-level leader.
• Experience coordinating projects events programs or administrative operations.
• Previous experience working in a school or educational environment strongly preferred.

Knowledge Skills and Abilities

• Exceptional organizational skills attention to detail and ability to manage competing priorities and deadlines.
• Strong project management planning and problem-solving abilities.
• Excellent written verbal and interpersonal communication skills.
• Demonstrated professionalism discretion and sound judgment when managing sensitive or confidential information.
• Ability to anticipate needs take initiative and work independently while contributing effectively to a collaborative team.
• Ability to prioritize and manage multiple responsibilities in a dynamic fast-paced environment.
• Flexibility adaptability and composure when responding to changing priorities and unexpected situations.
• Ability to establish and maintain positive professional and friendly relationships with students parents faculty staff and administrators.
• Proven ability to balance independent problem-solving with accurate detail-oriented work.
• Proficiency in Microsoft 365 Google Workspace and other productivity and collaboration tools.
• Ability to quickly learn and effectively utilize school-specific systems and technology platforms.
• Genuine interest in working with and supporting students educators and the broader school community.
• Demonstrated commitment to supporting The Harker Schools mission of equity diversity and inclusion.

Essential Duties and Responsibilities

Executive and Administrative Support

• Provide comprehensive administrative support to the Head of Upper School including calendar management scheduling meeting coordination and correspondence.
• Organize priorities track deadlines coordinate follow-up items and manage recurring administrative responsibilities.
• Prepare presentations meeting materials reports correspondence and other documents.
• Respond to requests and correspondence in a timely and professional manner.
• Exercise discretion and sound judgment when handling confidential or sensitive information.
• Anticipate needs troubleshoot challenges and independently resolve routine administrative and logistical matters.

Upper School Operations and Communications

• Serve as a primary point of contact and liaison for students parents faculty staff administrators and visitors providing information and assistance in a welcoming and professional manner.
• Support daily office operations and maintain efficient administrative processes.
• Draft prepare and distribute communications to students parents faculty and staff.
• Maintain accurate and current information across Upper School schedules webpages shared resources and internal systems.
• Collaborate with other departments and administrative teams on school-wide initiatives and operational needs.
• Foster a positive organized and welcoming environment within the Upper School office.

Event and Project Coordination

• Plan and coordinate major Upper School events including Back to School Day conferences faculty and parent events senior activities awards ceremonies Baccalaureate and graduation.
• Oversee event logistics schedules timelines materials communications and coordination with participating departments.
• Develop and maintain project plans timelines and organizational systems to ensure successful execution of events and initiatives.
• Track project progress deadlines and responsibilities to ensure tasks are completed accurately and on time.
• Support additional Upper School programs events and special projects as assigned.

Calendar and Scheduling Management

• Manage and maintain the Upper School calendar bell schedules special schedules and long-range event planning.
• Communicate calendar and scheduling information accurately and effectively to the school community.
• Participate in school-wide calendaring efforts and collaborate with other divisions and departments to identify and resolve scheduling conflicts.
• Maintain long-range planning information for recurring Upper School events and programs.

Financial Administration

• Manage routine financial processes including credit card reconciliation invoices purchase orders and reimbursements.
• Maintain and monitor the Upper School office budget and related documentation.
• Support financial administration for Upper School programs events and activities.
• Ensure financial records and transactions are accurate organized and processed in accordance with school procedures.

Additional Duties and Responsibilities

• Collaborate with other departments to support school-wide programs and initiatives.
• Participate in meetings planning activities and special projects related to Upper School operations.
• Provide additional administrative and operational support as needed.
• Perform other duties and responsibilities as assigned by the Head of Upper School.

Working Conditions

The position is primarily office-based and requires frequent computer use and regular interaction with students faculty staff parents and visitors. The Upper School office is an open and active environment where individuals frequently seek information and assistance. The successful candidate must be comfortable managing interruptions responding to changing priorities and maintaining professionalism in a busy school setting.

Occasional evening and weekend work may be required to support school events and activities including graduation Baccalaureate and other Upper School programs. Overtime will be compensated in accordance with applicable wage and hour laws.

Our Mission

Our mission is to educate students for success at college and beyond and to foster kindness respect and integrity within a safe and nurturing environment. We achieve academic excellence through the development of intellectual curiosity personal accountability and a love of learning. Our comprehensive program and exceptional faculty and staff help students discover develop and enjoy their unique talents. We honor individuality embrace diversity and promote leadership and service preparing students to take their place as global citizens.

Compensation

Pay for this position is determined according to The Harker Schools established pay scale and is based on relevant education and experience as evaluated by the Human Resources Department. The posted pay range reflects the full pay scale for this position. While the maximum rate is included for transparency most new hires can expect to fall within the lower to middle portion of the pay scale based on their qualifications and experience.

Required Experience:

IC