Administrative Assistant for Elementary
1 week ago
**Administrative Assistant for Elementary School Division**
The Administrative Assistant provides extensive administrative and logístical support to the Director of Elementary at Pilgrim School. The Administrative Assistant coordinates and communicates with faculty, staff, parents, students, and external contacts on a range of issues related to the work of the Early Education, Elementary, and Secondary Divisions.
- Reports to the Director of the Elementary School._
**Core Responsibilities**:
- Work collaboratively in fostering a positive school climate that enhances community and the personal growth of students and faculty.
- Develop trusting relationships with students, families, and faculty.
- Manage calendars for Director, including scheduling appointments and meetings.
- With input from Division Director, maintain list of substitute teachers for all grade levels. Serve as the point person, as needed, in arranging substitute teachers.
- Manage logistics for teachers in planning field trips, including arranging transportation, and ensuring relevant check requests are submitted in a timely manner with the Business Office.
- Partner in managing the use of school vans for extra-curricular activities, sports, community service events.
- Serve as the point person for coordinating the outgoing Student admissions process, including communicating with all constituents, gathering all materials (recommendations, transcripts, scores), and submitting before specific school deadlines.
- Assist the Dean of Faculty/Curriculum in registration for conferences and workshops, including assist in arranging travel and lodging arrangements.
- Inform relevant employees of the hourly payroll schedule, and submit timesheets for all hourly employees and substitute teachers to Human Resources.
- Work closely with the Facilities Department to ensure consistent communication about maintenance needs on campus as they arise, and for special events.
- Coordinate and complete large mailings for Director, including but not limited to semester reporting and all end of year mailings.
- Provide logístical support to Director for special events, including documenting RSVP’s, ordering and organizing needed supplies, and coordinating with the Business Office and Catering.
- Coordinate book and supply orders for all grades, including coordinating with business office for all summer orders, managing inventory, and distributing books and supplies to teachers.
- Work closely with the business office to ensure that reimbursements, PO requests, and expenditure requests are completed in a timely manner for faculty, staff, and outside vendors.
- Maintain the visitor calendar and coordinate with Security for any last minute visitors or vendors to campus.
- Assist Director with weekly slides that go to faculty to send home with weekly newsletters.
- Other duties as assigned.
Pilgrim School relies on technology thus this individual must be comfortable with Mac based technology, Microsoft Office, and Google suite. Some design work may be required so an artistic or creative skill set is desirable.
This position requires someone who is punctual, flexible, with strong interpersonal skills. He or she must be able to maintain a high level of confidentiality and discretion.
Details:
Full time Monday-Friday; some evenings and weekends with advanced notice
Salary range $20-$32 per hour plus benefits
Legal holidays off; sick time; vacation paid
BA/BS required
Pay: $20.00 - $32.00 per hour
Expected hours: 40 per week
**Benefits**:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
**Education**:
- Bachelor's (required)
Work Location: In person
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