Administrative Assistant to Upper and Lower School Heads

The John Thomas Dye School, an independent K-6 school located in Los Angeles, is currently seeking a full-time Administrative Assistant to the Upper and Lower School Division Heads. The John Thomas Dye School’s Mission Statement is as follows: “We look to each day with a commitment to inspire purposeful learning, cultivate character, and celebrate childhood.” The School is fully committed to a culturally diverse faculty and student body.

GENERAL SUMMARY: The Administrative Assistant to the Upper and Lower School Heads provides daily administrative support to Lower School Division Head (Grades K-3) and Upper School Division Head (Grades 4-6).

    • ●  Provide clerical and administrative support to the Upper and Lower School Division Heads and serve as liaison for parents, faculty, and staff, and administration
      • ○  Handle all incoming calls, provide clerical and administrative support, and manage calendar and appointments for both Division Heads using Google Calendar
      • ○  Create and edit correspondence, reports and presentation materials for Division Heads
      • ○  Assist with short and long-term administrative projects
      • ○  Process and distribute all mail for Division Heads
      • ○  Submit SchoolDude requests for Division Heads
      • ○  Process absence requests for faculty
      • ○  Process purchase order requests and reconcile expense reports for Division Heads
    • ● Support the Division Heads with tasks associated with student life, including but not limited to creating recess supervision schedules, scheduling grade level events, and arranging substitute coverage for teacher absences
      ● Coordinate and order supplies requested by faculty
      ● Support Division Heads in hiring process for all faculty positions, including but not limited to receiving resumes, scheduling and coordinating faculty candidate interviews (including on-campus visits), and notifying applicants who are not moving forward in the hiring process
      ● Edit and distribute “Weekly Announcements” (via email) to all faculty and staff
      ● Work with Division Heads to calendar faculty meetings, submit setup requests, arrange snacks, etc.
      ● Provide desk relief for School Receptionist and serve as backup support to Receptionist during absences
      ● Generate Blackbaud reports for Upper and Lower School Division Heads as needed
      ● Manage the School’s Sign-Up Genius account for parent and faculty signups (Parent-Teacher Conferences, new parent meetings) and other ALT meetings as needed
      ● Coordinate communications and Chalkboard announcements going home from Division Heads
      ● Manage scheduling and materials related to secondary school placement
      ● Calendar and attend weekly Event Planning meetings
      ● Plan, organize and coordinate necessary materials for field trips for K-6; collect, scan and maintain field trip waiver forms
      ● Other duties as assigned


      ● Demonstrate organizational skills with strong attention to detail and follow-up
      ● Demonstrate ability to multi-task with frequent interruptions
      ● Excellent customer service and interpersonal skills with ability to demonstrate professionalism and diplomacy working with parents, students, faculty, staff and outside vendors
      ● Excellent communication skills, both verbal and in writing
      ● Excellent proofreading, writing and editing skills
      ● Ability to handle sensitive information with discretion and confidentiality
      ● Proven time management skills with the ability to manage duties and tasks within the scheduled working hours of the position
      ● Ability to work both independently and as part of a team
      ● Ability to work successfully in a collaborative, cooperative and collegial workplace
      ● Ability to consistently exercise sound judgment with strong problem-solving skills
      ● Ability to work with Blackbaud database through jtdschool.org


      ● Proficient technology skills and knowledge of Google Suite (Gmail, Calendar, Docs, Sheets) and MS Office Suite (Outlook, Word, Excel)
      ● Bachelor’s Degree and/or two to three (2-3) years of previous experience in an administrative support role, preferably in a similar setting

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The John Thomas Dye School

11414 Chalon Road
Los Angeles, CA 90049
Phone: (310) 476-2811
The John Thomas Dye School admits students of any race, color, religion, sexual orientation, or national and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students at the School. It does not discriminate on the basis of race, color, religion, sexual orientation, or national and ethnic origin in the administration of its educational policies, admission policies, scholarship and loan programs, and athletic or other school-administered programs.

Located In Los Angeles, CA, John Thomas Dye is an independent school for grades K-6. Students benefit from a challenging academic program, fine arts, competitive athletics, and a wide selection of extracurricular activities.