Senior Administrative Assistant

3 weeks ago

Baltimore, United States The SEED School of Maryland Full time

SCHOOL PROFILE


The SEED School of Maryland is a statewide, public, college-preparatory boarding school that opened in August 2008. The School educates and boards 400 students in grades six through twelve. The SEED School is an extraordinary educational opportunity for students across the state to receive a tuition-free, college-preparatory, boarding education.


The SEED School of Maryland combines a rigorous and engaging academic curriculum with life skills and enrichment activities to provide students with a thoughtfully balanced learning and living experience. Students and their families commit to a seven-year educational program that offers small class sizes, high quality teaching and learning experiences, mentoring, community service, and extracurricular activities such as sports and arts. The SEED School is centered around its character values: compassion, self-discipline, integrity, respect for oneself and others, responsibility, honesty, and self-determination. The SEED School staff are in partnership with parents, families, and communities to guide and support student success. The school follows a typical academic school year calendar.


SUMMARY

The Senior Administrative Assistant provides administrative support to the head of school and chief of staff. The Senior Administrative Assistant serves as the primary point of contact for internal and external stakeholders for the head of school’s office. This position requires the ability to anticipate tasks that need to be done and work independently.



ESSENTIAL DUTIES AND RESPONSIBILITIES

● Meets and interacts with students, staff, parents and visitors in routine situations which require tact, discretion and courtesy

● Assists in managing the Head of School and General & Administrative budget


● Handles all local and out of town travel arrangements

● Tracks all paid time off for the Head of School’s direct reports

● Handles meeting and visitor logistics as needed for the Head of School’s office

● Completes expense reimbursements for the Head of School and Chief of Staff as needed

● Organizes and maintains files for the Head of School’s office

● Liaise with staff members at all levels in order to further the vision and work of the

Head of School’s office

● Maintains a positive and respectful attitude and provides exceptional customer service

● Receives and screens telephone calls for the head of school’s office to provide

information, take messages or transfer calls

● Handles scheduling for the Head of School and Chief of Staff’s calendar

● Tracks and reconciles the Head of School’s credit card monthly

● Drafts meeting agendas, minutes, handouts and other documents as needed

● Keep minutes for leadership team minutes, board meetings, program leader's meetings, etc.

● Assist the Head of School with email and voicemail messages

● Assists Head of School and chief of staff with event planning: organization, logistics, ordering of food/supplies, etc.

● Send communication out on behalf of the Head of School

● Creates and submits purchase orders/check requests for the head of school

● Orders and maintains inventory of supplies, materials and equipment for the Head of

School suite, board conference room and head of school conference room

● Sets up and maintains board conference and head of school conference rooms (i.e.–

cleanliness, bulletin boards, etc.)

● Works closely with the head of school and chief of staff on board related matters (i.e.

– board reports, etc.)

● Provides front desk support in the atrium in the event that Administration Department support is unavailable

● Provides administrative support at the start of year check ins, parent teacher conferences, back to school nights, lottery and end of school year check outs

● Processes all approved purchases for the finance/school wide credit card

● Research various topics, etc. as requested

● Performs duties as workload necessitates/assigned

● Adheres to the professional and ethical standards as outlined in the SEED Staff

Manual

● And performs other duties as assigned.




MINIMUM QUALIFICATIONS and SKILLS


● Bachelor’s degree preferred

● At least four years of secretarial/administrative

● Type at least 45 words per minute

● Experience with using Microsoft Office and office equipment

● Experience in an academic setting or similar setting preferred


● Strong interpersonal and organizational skills

● Exemplary writing skills

● Ability to prioritize, establish goals and demonstrate quantifiable results

● Ability to manage multiple projects at once

● Strong, effective, high-energy team player with a can-do attitude

● Ability to anticipate needs for the Head of School office

● Ability to work independently with consistency

● Ability to develop strong relationships with administration and staff

● Ability to thoroughly understand and support the school’s mission and purpose

● A passion for working in an educational environment and a commitment to the

school’s mission

● Ability to maintain confidentiality and exercise discretion

● Outstanding interpersonal and organizational skills with an eye for detail and precision

● Understand the importance of integrity and exhibiting core values in the main office

● Demonstrate efficient time management and ability to prioritize workload

● Knowledge and proficiency using Microsoft Office and other technology




PHYSICAL REQUIREMENTS


While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop; kneel; crouch or crawl; talk or hear; taste or smell. The employee must be able to lift and/or move boxes up to 25 lbs. in weight. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.


WORKING CONDITIONS


While performing the duties of this job the employee is exposed to a noise level in the work environment that is usually moderate. The work involves everyday risks and discomforts which require normal safety precautions typical of such places as classrooms, dorms, offices, meeting and training rooms, etc. The work area is adequately lighted, heated and ventilated. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


This position description may not describe all duties, responsibilities and skills associated with this position. It is intended to portray the major aspects of the job and is not meant to be all inclusive. Other duties or skills may be required.




The SEED School of Maryland is committed to the letter and spirit of equality. It does not discriminate on the basis of race, color, religion, gender, sexual orientation, or national and ethnic origin in hiring and employment, nor in the administration of its educational policies, admissions policies, scholarship, and other programs.

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