Assistant to the Primary School Head

Job DetailsJob Location: 5666 E 81ST ST - TULSA, OK 74137Position Type: Full TimeJob Shift: DayJob Category: Admin - ClericalWHO WE ARE

Holland Hall was established in 1922 and currently serves approximately 1,000 preschool through 12th grade students in a coeducational setting. An Episcopal school distinguished by an excellent academic program and a student-centered environment emphasizing a holistic approach to education, we strive to provide a challenging, comprehensive educational experience grounded in a rigorous liberal arts college preparatory curriculum that promotes critical thinking and life-long learning. We seek to foster in each student a strong moral foundation and a deep sense of social responsibility. The Holland Hall community welcomes students of diverse racial, cultural, and religious backgrounds.

THIS POSITION

The Assistant to the Primary School Head will assist the Primary School Head with their daily schedule and all activities pertaining to the Primary School. This position supports students, parents, faculty, and administration in a manner that reinforces the positive climate of the Primary School and welcomes and meets the needs of visitors to the Primary School in a manner that reflects our relationship-driven community. This role provides high-level administrative support to ensure the smooth operation of the Primary School. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining a professional and courteous demeanor.

JOB DUTIES

Administrative Support


Schedule and organize meetings, events and travel, for the Primary School Head and maintain their calendar with school events



Handle correspondence to students, faculty and parents, and publications such as Dutch Weekly
Generate mailings and communications
Take phone calls and messages for the Head of Primary School and Primary School Faculty
Assist with other projects as requested by the Head of Primary School
Keep office, supplies, and records organized and neat


Student Support & Records


Schedule students, generate student schedules, and prepare class lists
Maintain student files and records
Process student records in coordination with the business office
Maintain the Primary School comment system, including updates to student and faculty information
Keep attendance and related records


Admissions & Enrollment


Work closely with the Admission Department to support full enrollment of new students


Financial & Material Management


Prepare purchase orders for classroom materials. 
Check in materials received and approve for payment.
Track and communicate grade-level and departmental budgets
Maintain petty cash fund and oversee school credit card use


Faculty & Staff Coordination


Work with school nurse
Schedule and coordinate maintenance needs and facilities requests, including summer projects
Keep records of faculty absences and substitutes


Community & Parent Engagement


Interface with the Primary School Parent Council as needs arise
Communicate with coworkers, parents, students, and others in a courteous and professional manner


The above essential functions are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all duties, responsibilities, and skills.

 
QualificationsMINIMUM EDUCATIONAL BACKGROUND


Associates Degree and/or related experience


PREVIOUS RELATED EXPERIENCE


Office management
Customer relations
Work with institutional budgets, purchasing, and personnel
Working with children


EXPECTATIONS/REQUIREMENTS FOR SUCCESSFUL PERFORMANCE


Maintain confidentiality concerning sensitive information
Support school policies with students
Possess effective communication skills, both written and oral
Possess knowledge of Google products, Word, and Excel
Ability to calculate figures and understand budgets and ordering
Must be detail oriented
Ability to compose correspondence
Proficient with typing and data entry
Multitask in a fast-paced environment
Forecast future needs of students and faculty
Work with a diverse group of people
Must be flexible and positive
Regular attendance is required for successful completion of job duties


WORKING CONDITIONS


Workday typically takes place from 7:30 to 4:00 pm Monday-Friday. 
This position is not eligible for telecommunity; however, temporary telecommuting arrangements may be approved for circumstances such as inclement weather, special projects, or business travel, based on the needs of the primary school. These arrangements are approved on an as-needed basis only, with no expectation of ongoing continuance.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.