Administrative Assistant

Description:

The administrative assistant provides administrative support to the Lower School directors, administrators, faculty, staff and parent volunteers.

Blake is particularly interested in candidates who will enrich the diversity of identity, lived experience and thinking that makes our community strong and empowers students to engage productively with those who are different from them. Blake offers highly competitive salary and benefits packages, as well as significant support for local and national professional development opportunities.

Requirements:

Essential Functions and Responsibilities:

Administrative/Office Support

Primary calendar manager for Upper Elementary (UE), includes processing and coordinating all Lower School event details
Maintain UE director’s calendar and assist with scheduling appointments for the UE director and assistant director as needed
Schedule meeting spaces and order refreshments as needed
Maintain office equipment
Assist administrators with upcoming events (admissions, parent luncheons, student gatherings, etc.)
Support the Effective Teaching Initiative (ETI) through scheduling, documenting, communicating and tracking all steps of the process for UE faculty
Create a welcoming, safe and respectful office environment
Handle sensitive issues with empathy and confidentiality
Sort, distribute and manage UE mail and deliveries
Provide back-up and support for office manager in dealing with students, parents and phone calls
Provide additional clerical support to administrators as needed
Support daily dismissal process for UE
Coordinate logistics and communication for all faculty hires in UE

Budgets

Manage, track and reconcile campus/divisional budgets
Produce individual monthly budget reports for ELC and UE directors and faculty
Manage, track and code monthly employee credit card purchases for reimbursements in Divvy
Manage, track and coordinate use of title and state funds

Purchasing

Create and process purchase orders
Research product pricing and quality from various vendors and create the approved supply ordering lists
Make purchasing decisions, work with vendors, order supplies and maintain the storeroom and copy rooms
Order classroom supplies and resource materials for faculty and administrators

Progress Reports

Oversee bi-annual progress report process for all Lower School; merge input for production of specialist reports, proofread and format reports

Minimum Qualifications:

Required:

Three years administrative assistant experience or equivalent
Ability and desire to interact with Lower School children
Knowledge of Microsoft Word, Excel, FileMaker Pro, Google Docs, Google Mail and various other computer software
Excellent organizational skills
Ability to be flexible, handle interruptions, multitask and set priorities to complete work in a timely manner
Ability to work independently as well as a team player
Strong written and oral communication skills
Strong interpersonal skills; ability to relate well to colleagues, students, parents and visitors
Strong proofreading skills

Preferred:

Current certification in CPR, first aid and AED use
2-year or 4-year college degree

Disclaimer:

The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor are they intended to be an all-inclusive list of the skills and abilities required to do the job. The duties and responsibilities in this job description may be subject to change at any time due to reasonable accommodation or other reasons.