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).

ESSENTIAL FUNCTIONS:

• ●  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
  
  SKILLS, KNOWLEDGE and QUALIFICATIONS:
  
  ● 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
  
  EDUCATION AND/OR EXPERIENCE:
  
  ● 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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