Administrative Assistant-Upper School

Upper School Administrative Assistant

The Upper School Administrative Assistants perform a wide variety of moderately complex administrative work in a school setting. Reporting to the Upper School Principal, these roles make contact with parents, students, and the general public and answer inquiries about a variety of matters.

The Administrative Assistants may have responsibilities related to organizing attendance and transportation, arranging substitute teachers, and supporting Department Chairs and Deans. Administrative Assistants are expected to be cross-trained across all departmental functions to ensure operational continuity and provide coverage as needed.

This is a full time 12 month position. The hiring range for this position is $70,000 - $80,000. When determining the salary for an offer, ECFS considers factors including, but not limited to: the scope and responsibilities of the position, internal peer equity, key skills required for the role, the candidate's work experience, education and training, as well as market and organizational considerations.

Please note that this is an onsite role and not performed remotely. Ethical Culture Fieldston School retains its right to modify job duties in accordance with changing operational needs.

Responsibilities

• Supporting the Deans with Form field trips and events by collecting information for field trips and other school activities and confirming that all students have submitted appropriate forms;
• Providing verification of student's attendance and completion of Middle and Upper School programs;
• Providing secondary support with managing faculty absences in ADP by arranging appropriate substitutes for absent faculty members;
• Maintaining the Assessment and Field Trip Calendars;
• Supporting Assistant Principal (AP) of Academic Life with semester-away programs and new family course selection meetings;
• Assisting with making on-campus room reservations for meetings and restaurant reservations for work-related gatherings;
• Ordering AVI catering for Upper School events including but not limited to after-school, professional development, and department chair meetings and graduation;
• Supporting secondary operations for the Driver's Ed program;
• Providing backup support in coordinating yearly New York State Textbook Law (NYSTL) funds program;
• Providing secondary support in CSL by entering grades and keeping the CSL form;
• Supporting school-wide events including but not limited to Open School Night, Graduation, ALPs, and Community Day;
• Updating NCAA documentation;
• Completing BEDS report;
• Sending transcripts;
• Assisting with various office projects and responsibilities including summer mailings and preparation for the yearly opening of school;
• Completing and validating Social Security forms;
• Maintaining student academic records in compliance with state and federal requirements;
• Providing working papers for students;
• Ordering supplies for Upper School faculty;
• Operating mail postage machine, sorting and distributing mail;
• Greeting visitors, answering and directing all Upper School phone calls;
• Fostering positive relationships with team members and various stakeholders;
• Motivating and inspiring the team and coworkers to achieve goals; and
• Performing other related projects, tasks, and duties as assigned.

Position Requirements

• A Bachelor's degree;
• Excellent verbal, written, and oral communication skills to effectively communicate initiatives, facilitate discussions, and present to various levels of stakeholders;
• A high degree of organization, resourcefulness, and attention to detail;
• The ability to collaborate and build strong relationships with faculty, administrators, and the overall community;
• A positive attitude and the ability to listen effectively and be receptive to feedback;
• A strong ability to multitask and shift priorities without compromising on the quality of work;
• The ability to identify issues quickly and problem solve accordingly, and to remain calm in stressful situations that may arise;
• The ability to handle confidential materials with discretion and maintain a high level of integrity;
• A willingness to learn and embrace new ideas and procedures and a consistent initiative to help streamline processes and improve efficiencies;
• The ability to work collaboratively in group settings, as well as independently, to meet project goals and team needs;
• Proficiency in using and learning new technologies (i.e., Google Workspace tools);
• Reliability, punctuality, and consistent attendance; and
• The ability to cultivate a welcoming culture in which all members of our community feel valued and appreciated.

Ethical Culture Fieldston School