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Upper School Administrative Assistant

2 months ago

Portland, Oregon, United States Oregon Episcopal School Full time
Job Summary

The Upper School Administrative Assistant plays a vital role in supporting the daily operations of the Upper School program. This position requires a highly organized and tech-savvy individual with exceptional communication and interpersonal skills. The successful candidate will be responsible for overseeing daily operational needs, collaborating with faculty and staff, and providing administrative support to the Head of US and other administrators.

Key Responsibilities
  • Oversee daily operational needs for the Upper School program
  • Collaborate with the other administrative assistant to schedule, plan, and implement US projects and events
  • Maintain an appointment calendar for the Head of US and coordinate meeting and appointment requests for other administrators and department chairs
  • Coordinate the substitute teacher process and work with HR to update job descriptions and create job requisitions
  • Be the final read for all outgoing communications from the US administration
  • Receive, direct, and assist all visitors and callers to the Main Upper School building and Upper School office
  • Maintain a daily log for attendance and coordinate with the US Attendance team
  • Document visitors and transfer voicemails to appropriate extensions
  • Coordinate incoming and outgoing daily mail and manage paperwork and schedules in the hiring process for new faculty and staff
  • Attend and support divisional meetings, as needed
  • Support the collection, scanning, and tracking of all student forms, both digital and hard copy
  • Manage and maintain student files in the school database, including sending and requesting transcripts
  • Manage inventory of office supplies and contact maintenance for facilities requests and repairs
  • Communicate with emergency personnel and notify appropriate staff in emergency situations
Requirements
  • High school diploma or equivalent
  • 3 years' administrative assistant experience
  • Intercultural competence and ability to interact appropriately with persons of diverse backgrounds
  • Digital literacy and proficiency in Google Suite and other web-based applications
  • First Aid/CPR certified or ability to obtain upon hire
  • Ability to pass a criminal background check and pre-employment drug screen