Administrative Assistant for The Upper School

2 weeks ago

New York, United States The Nightingale-Bamford School Full time

This is a non-exempt, 12-month salaried position starting July 1, 2024. The hours of this position are 8:00 AM to 4:00 PM during the days that school is in session. Some overtime and evenings may be required.

EXPECTATIONS INCLUDE (but are not limited to):

- Organize/schedule and prepare for meetings, including gathering documents and attending to logistics of meetings
- Answer and respond to phone calls, communicate messages and information to the Head of Upper School
- Coordinate travel arrangements
- Maintain various records and documents for the Upper School

KEY SKILLS INCLUDE (but are not limited to):

- Excellent written and verbal communication skills
- Time-management skills
- Ability to pay attention to detail
- Organization skills
- Ability to multitask
- Basic understanding of frequently used computer software and programs, such as Microsoft Office, Google Suite, etc.
- Interpersonal skills

KEY RESPONSIBILITIES INCLUDE (but are not limited to):

- ** Establish Efficient Systems and Processes**: Develop and implement streamlined systems and processes across various areas to support the smooth operation of the Upper School
- ** Maintain Complex Schedule and Calendar**:Manage the intricate schedule and calendar of the Upper School, including assisting with scheduling and organizing events
- ** Coordinate Parent Conferences**:Collaborate with the scheduler and registrar in scheduling parent conferences, ensuring efficient coordination and communication
- ** Provide Technical Support**: Provide technical support and assistance in preparing presentation materials for meetings with the Head of Upper School
- ** Logistical Support for Hiring**:Organize and provide logístical support for hiring processes within the Upper School, facilitating a seamless recruitment experience
- ** Monitor Student Attendance**: Regularly verify absences and report attendance to deans, maintaining accurate records to support student welfare and academic progress
- ** Manage Locker Assignments**: Issue locker assignments and maintain locker combinations, ensuring students access appropriate storage facilities
- ** DOE Bus Management**: Act as the primary point of contact for the DOE bus, preparing and maintaining the DOE bus list and addressing any issues as they arise to ensure reliable transportation for students.
- ** Attend Logistical Meetings**: Represent the Upper School at all logístical meetings, ensuring effective communication and coordination of logístical matters

OTHER KEY RESPONSIBILITIES:

- ** Global Trip Planning**: Collaborate with the Director of Global Partnerships & Community Engagement in planning and executing global trips, supporting the coordination of travel logistics, documentation, and program activities throughout the year
- ** Coordinate Day Trip Itineraries**: Assist in coordinating and confirming itineraries for Upper School day trips, ensuring smooth logístical arrangements for student excursions
- ** Occasional Coverage for Upper School Leadership Team**: Cover homeroom or class meeting sessions or fill in for Upper School faculty or administration duties as needed, including chaperoning trips to ensure student safety and well-being
- ** Manage Supplies**:Maintain and order classroom supplies, ensuring adequate inventory levels to support teaching and learning activities. Additionally, ensure the Upper School Commons is fully stocked with supplies and organized for students to borrow
- ** Facilitate Book Orders**: Place book orders for faculty and arrange distribution of books for student classes, coordinating with vendors to ensure timely delivery
- ** Coordinate Amazon Orders**: Purchase and coordinate Amazon orders for the department, reconciling purchases with the Business Office to maintain accurate financial records
- ** Credit Card Reconciliation**: Reconcile the head of upper school's credit card expenses, ensuring accuracy and compliance with financial policies and procedures
- ** Process Maintenance and Security Requests**: Handle all maintenance and security requests for the Upper School facilities, coordinating with relevant staff and vendors to address issues promptly
- ** Maintain Bulletin Boards/TV Monitor**: Manage Upper School office bulletin boards and TV monitors, updating information and announcements to keep the school community informed
- ** Transcript Requests and Grade Reporting**: Coordinate transcript requests and the grade reporting process with the registrar, ensuring timely and accurate submission of academic records
- ** Anticipate Needs**: Anticipate the needs of the Upper School Leadership team and students, proactively addressing any concerns or requirements to support their academic and administrative needs
- ** Attend School Events**:Participate in Upper School Curriculum Nights and other evening events hosted by the Upper School division, representing the administrative team and providing support as needed
- ** Other Administrative Duties**: Undertak

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