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Administrative Assistant to the Director of Student Affairs
4 months ago
Overview of the Director of Student Affairs Office : The Director of Student Affairs shapes, guides, and supports students and colleagues in areas of student-life programming, which include advising, clubs and committees, health and wellness, and student conduct. The office is responsible for ensuring that Quaker practice and belief inform - and are embedded in - each program that seeks to engage students in their lives beyond the classroom. By example and in action, this position supports our school mission and policies, communicating expectations and ensuring that students understand and abide by academic and behavioral rules and policies. In strategic partnership with the Head of the School, Principals, members of the Leadership Team, and colleagues across divisions, the Director will have primary responsibility for the student's social and emotional experience, shaping a healthy, inclusive, and positive student culture that reflects Friends Academy's Quaker mission. The Director leads a team of deans and a student support team to enhance our students' social, emotional, and intellectual well-being and fosters student agency, inclusion, and belonging among students and adults as they navigate our community's rules and expectations for integrity, safety, and community membership.
Our School Mission:
Guided by our Quaker principles, Friends Academy educates our students to discover and develop the best of who they are and who they can become.
Our Belief Statement:
We achieve educational excellence by committing to the highest standards of learning and living. Our diverse and welcoming community is strengthened by our Quaker values, which empower our students to inquire, reflect, and engage in their classrooms, in their neighborhoods, and in the world. Because when we inspire students to learn and live with purpose, they achieve greatness without sacrificing goodness.
Position Summary: The Administrative Assistant to the Director of Student Affairs (DOSA) provides high-level administrative support and assists in the efficient operation of the Director's office. This role involves managing schedules; coordinating meetings, student activities, and programs/events; handling correspondence, and ensuring effective communication within the DOSA office, across divisions and campus departments. The DOSA Administrative Assistant plays a crucial role in maintaining confidentiality, managing information flow, and supporting various administrative tasks to facilitate (1) community initiatives, (2) programmatic efforts, and (3) strategic advancements. Working alongside the Director of Student Affairs (DOSA) to support a three-divisional school, the role is impactful and involves a good degree of collaboration and involvement.
Essential Responsibilities: Duties may change and others may be assigned
Calendar Management: Coordinate and maintain the DOSA schedule, including scheduling meetings, programs/events, student activities, appointments, and travel arrangements.
Communication: Manage incoming and outgoing communications on behalf of the DOSA, including phone calls, emails, and correspondence. Ensure timely and appropriate responses.
Meeting Coordination: Arrange/schedule meetings, prepare agendas, take minutes, and follow up on action items as directed. Coordinate logistics for meetings, including room bookings and catering arrangements.
Document Preparation: Draft, proofread, and edit documents, reports, and presentations for the DOSA; compile data and information as needed.
Administrative Support: Provide general administrative support such as filing, copying, scanning, and managing office supplies. Maintain office systems and procedures.
Information Management: Organize and maintain confidential records and files. Ensure accurate record-keeping and document management in compliance with school policies.
Event/Program Coordination: Assist in planning and organizing events, conferences, and special projects initiated by the DOSA. Coordinate logistics, invitations, and attendee arrangements.
Liaison: Serve as a primary point of contact for students, colleagues, parents, and external stakeholders seeking information or assistance from the DOSA. Foster positive relationships and uphold the professional image of the office.
Budget Support: Assist in managing the DOSA budget by tracking expenses, processing any/all business office-related paperwork (e.g. vendor set-up, invoices, etc.), and maintaining financial records.
Special Projects: Undertake special projects and assignments as delegated to support high-level office goals, priorities, and initiatives.
Our Commitment to Diversity
Friends Academy is committed to our guiding principles of diversity, equity, and inclusion. We welcome candidates representing the diversity of the world as we deepen and elevate our educational program.
Friends Academy is an equal employment opportunity employer committed to hiring and retaining exceptional, dedicated people of diverse backgrounds. We consider qualified individuals for employment with the School regardless of age, color, disability status, gender identity or expression, genetics, national origin, race, religion, sex, sexual orientation or any other characteristic protected by federal, state or local laws. It is Friends Academy's policy to comply with all applicable laws pertaining to nondiscrimination and equal opportunity.
We invite you to visit our FA Diversity, Equity + Inclusion Page.
Qualifications and Education: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above and below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- A Bachelor's degree from a four-year college or university is required.
- Proven experience as an administrative assistant or similar role is required, preferably in an academic or higher education setting.
- A deep understanding of office management is required.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ability to talk; finger; grasp; sit for extended periods of time; and repetitive motion. Sedentary work: possibly exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently to lift, carry, or otherwise move objects. Stand for long periods of time. The ability to move from building to building and around campus grounds. This position is not substantially exposed to adverse environmental conditions.
