Upper School Administrative Assistant

Position Description

Reporting to the Head of Upper School, the Administrative Assistant will be an integral member of the team supporting day-to-day operations of the Upper School. This position will provide collaborative leadership to ensure the highest levels of service in matters related to welcoming and informing all constituencies and visitors, parent relations, student belonging, materials procurement and inventory management, budget support, database problem-solving, adherence to and documentation of procedures, and school event planning and execution. The Administrative Assistant must serve as a model of discretion in handling confidential and sensitive information, and a cheerful resource to all encountered.

General Responsibilities

• Provide administrative support, ownership of and fidelity to established protocols, and relational interaction and correspondence with faculty, staff, students, and parents
• Perform general office duties including answering multiple phone lines, greeting community members, and typing, filing, storing, sorting, handling, and mailing electronic and paper documents
• Research, create, input, format, edit, and organize relevant data as needed in an efficient manner, and prepare them in an optimally usable format
• Answer routine questions and correspondence from parents, staff, and students that do not require the attention of other administrators
• Propose creative approaches to improve systems and processes, where appropriate, within a collaborative framework
• Complete and facilitate a large volume of digital workflow involving school networks, Google applications, school databases, and other platforms with speed and accuracy in a dynamic environment with regular interruptions
• Assist in planning, coordinating, and executing school events, including logistics, communication, and on-site support
• Schedule meetings, book room reservations, prepare and distribute meeting and event materials
• Coordinate supply inventory and materials procurement, including related documentation and budget management
• Assist in monitoring of and adherence to a wide variety of budget lines within the Upper School budget
• Help monitor the work environment in pursuit of ideal conditions for learning, productivity, and community; troubleshoot equipment and file work orders in collaboration with the maintenance department and external vendors when necessary
• Oversee parent volunteers and operate security systems for building visitors
• Help coordinate emergency drills and procedures
• Address minor medical issues in consultation with school nurses
• Appropriately maintain and secure confidential student and personnel records, information, and inquiries
• Manage special projects as assigned by office and administrative team members
• Collaborate with the Attendance Administrator as needed to manage student attendance reporting, faculty absences, and substitute coverage
• Professionally represent CCES in interactions with students, parents, colleagues, and community members
• Demonstrate a commitment to lifelong learning through active participation in professional development
• Perform other duties as assigned by the administration in accordance with the school's policies, procedures, and practices

Knowledge, Skills, and Abilities

• Facility and willingness in learning and adjusting to the professional workflow preferences of a large number of colleagues
• Experience with technology; proficiency in Google Suite applications and Blackbaud is preferred
• Ability to communicate clearly and effectively, verbally and in writing
• Excellent collaboration skills; tact in dealing with parents, faculty, staff and students
• Ability to exercise good judgment and comply with school standards
• Possess energy, empathy, and flexibility
• Commitment to modeling the mission and values of Christ Church Episcopal School and its Episcopal Identity
• Desire to engage in the life and culture of the school, including community events, after-school activities, and programs such as clubs, performing groups, or athletic teams

Education and/or Experience

• Administrative experience, preferably in a school setting

Applications

• This is a 10 month position with limited, flexible hours in the summer
• The school will conduct interviews with finalists on a rolling basis until the position is filled.
• The position offers competitive salary and benefits commensurate with experience and expertise.