Upper School Office Administrative Coordinator

2 weeks ago

Worcester, Massachusetts, United States Worcester Academy Full time
Position Overview

Worcester Academy, a distinguished day-boarding institution catering to grades 6 through PG, is in search of a dedicated administrative professional who embodies the principles and enthusiasm of working within an independent educational environment. The ideal candidate will appreciate the significance of collaborative teamwork while also possessing the capability to operate autonomously.

This role is accountable to the Head of Upper School and the Assistant Head of School for Student Life.

Key Responsibilities:

General Duties:

  • Serve as the initial point of contact at the front desk, ensuring a welcoming atmosphere for visitors, parents, and students.
  • Provide comprehensive administrative assistance to the Upper School Office.
  • Oversee the coordination of Upper School events such as registration, final examinations, back-to-school nights, class excursions, and award ceremonies.
  • Maintain the Upper School calendar, ensuring all significant dates are integrated into the school’s master calendar.
  • Manage the scheduling and communications for the Upper School Office team.
  • Organize all meetings and events, collaborating with facilities and other departments on logistics and communication strategies.
  • Facilitate Parent-Teacher Conferences.
  • Monitor faculty attendance and manage the coverage system.
  • Assist with student attendance inquiries.
  • Maintain discipline records and coordinate in-house study hall sessions.
  • Support the AP Coordinator in the administration of AP examinations.
  • Oversee the supply closet and ensure the upkeep of office equipment.

Additional Responsibilities:

  • Assign lockers to day students and create seating charts for Upper School Community Time.
  • Process attendance for Community Programming initiatives.
  • Foster and maintain positive relationships with parents to support student well-being.
  • Build and sustain relationships with students while exercising appropriate judgment and boundaries.
  • Perform other duties as required.
Qualifications and Skills:

Education:

  • A minimum of an Associate's degree; a Bachelor's degree is preferred.

Experience:

  • At least two years of experience in an administrative support role, ideally within an educational context.
  • Experience in an independent school setting is highly valued.
  • Familiarity with Google Suite and Blackbaud is strongly preferred.

Knowledge, Skills, and Abilities:

  • A commitment to delivering exceptional customer service.
  • Proficient computer skills.
  • Ability to communicate effectively and thoughtfully, tailored to the audience.
  • Adaptability and a sense of humor.
  • Proven ability to work with a diverse range of students and colleagues.
Work Environment:
  • Full-time commitment with regular and reliable attendance.
  • Ability to navigate the campus under various weather conditions.
  • Effective communication skills, both in-person and digitally, with faculty, staff, parents, students, and external contacts.
Application Process:

Interested candidates should submit an electronic application through Worcester Academy's employment portal, including:

  • A cover letter addressed to the Head of Upper School.
  • A current resume.
  • A list of three references (references will not be contacted without prior consent).
Equal Opportunity Statement:

Worcester Academy is an Equal Opportunity Employer and adheres to all federal and state laws prohibiting discrimination in hiring, employment conditions, or employee benefits based on race, creed, color, religious belief, gender, age, national origin, ancestry, genetic information, physical or mental disability, marital status, protected sexual orientation, or any other protected class under applicable laws.

Benefits:

A competitive benefits package is included.

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