Administrative Assistant to the Associate Head Of School

Job Description

Job Description

Description:

Position Overview :

Under the general direction of the Associate Head of School, the Administrative Assistant will be responsible for managing the daily, frontline operations of the Head of School’s Office and search for ways to improve efficiency.

Essential Functions and Responsibilities:

Faculty and Administrative Recruitment

• Placing ads and working with recruitment agencies for open faculty and administrative positions.
• Processing applicant files in the recruiting system for hiring managers’ review.
• Training any new hiring managers on hiring processes.
• Working with divisional and the Head’s offices to coordinate candidate visits to campus, which may include handling travel arrangements and reservations.
• Maintaining the faculty and administrative job descriptions.
• Assisting the Associate Head of School with the oversight of the recruitment budget.

Master Calendar

• Acting as a point person and maintaining the master web calendar.
• Working with the school’s administration in building the master calendar for future years.
• Processing Event Planning Forms
• Coordinating the calendar to make sure that no major events conflicts with another major event.
• Working with the Calendar Team on the Master Calendar.
• Preparing the monthly parent calendar for the communications department.
• Providing calendar orientation for new employees on the Faculty/Staff portal. (My Calendar, School Calendar, At-a-Glance Calendar).

Faculty & Staff Portal

• Acting as point person for event planners workspace; offering training, and creating reports for all related departments.
• Acting as point person for content management for Faculty/Staff portal.

Professional Development

• Maintaining the application files for all grant and sabbatical applications (Plank Scholars Fund, Hersey, Donaldson and Lyons, and Graduate Degree Program).
• Providing assistance for Blake’s professional development program, including managing the summer curriculum grant process.
• Tracking for the Juliet Nelson and Staff awards; processing award and nominations letters.
• Ordering books and materials.
• Assisting with summer reading program and book groups.
• Planning logistics for events, meetings, workshops, etc.
• Managing courses and attendance using Keep Certified program for faculty licensure.

General Assistance

• Scheduling appointments and managing the Associate Head of School’s calendar.
• Assisting with correspondence, filing, etc.
• Processing and approving credit card transactions/budget requests and employee reimbursements.
• Providing occasional administrative support to PK-12 Department Chairs.
• Making travel arrangements as requested.
• Training new Department Chairs/Department members as part of onboarding process.
• Processing and approving Purchase Order process

Administrative Support for the Head of School’s Office

• Providing clerical support – mailing, posting, copying, and filing – for all in the Head of School’s Office.
• Answering the main phone line for the Head of School’s Office.
• Acting as backup to the Executive Assistant to the Head of School and assisting with projects.
• Ordering office supplies, books, materials, etc.
• Coordinating all-school employee events with the Executive Assistant to the Head of School.
• Scheduling meetings, preparing materials and acting as recorder for the Board’s School Committee.
• Compiling the “Whom to Call” list and Employee Committees List.
• Ordering flowers and gifts for Trustees, constituents and employees as needed.
• Other duties as assigned.

• Associate’s degree
• 5-7 years of successful administrative support experience
• Work onsite at the Hopkins Blake School campus
• Experience with Google Suite, Microsoft Word and Excel (Windows)
• Superior organizational and communication (written and verbal) skills
• Ability to interact with all constituents in a friendly and professional manner
• Demonstrated intercultural competence
• Team-building orientation
• Logistical acumen and attention to detail
• Ability to work effectively with multiple and changing priorities