Upper School Administrative Assistant

Description

Mary McDowell Friends School (MMFS) invites applications for a full-time Administrative Assistant beginning immediately.

Position Overview

Under the direct supervision of the Upper School Administrator, this position provides administrative and secretarial support for Upper School administrators, faculty, staff, and students.

The Administrative Assistant (AA) acts as the first official greeter for the building, influencing critical first impressions of Mary McDowell Friends School. The AA performs duties such as student attendance tracking, coordination of meetings and conferences, obtaining supplies, coordinating mailings, and working on special projects.

The AA will answer non-routine correspondence and interact with a diverse group of important external callers and visitors, as well as internal community members at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload.

Essential Responsibilities and Duties

Reception Desk:

• Answer all inbound calls to the Upper School. This includes calls to Admissions, Business, Communications, or Advancement offices. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other AAs to cover phones across the divisions. Send faxes (electronically) for all faculty and staff in the building.
• Sort and assist with inbound and outbound mail and packages. Ensure timely and correct postage on outgoing mail. Take mail to the mailbox or post office, or arrange pick-up for special mailings.
• Receive deliveries and label for distribution. Inform staff to pick up lightweight items and work with custodians to move and store heavy items.
• Maintain inventory and work with the Business Office to secure and replenish postage amount on the meter, including ordering of postage supplies including ink and postage tape.
• Assist with school correspondence/filing, including scanning documents, managing service log for copier, and keeping an inventory of paper and toner.
• Ensure that the reception area (including closet and cabinets) is tidy, clean, and organized.
• Order/reserve car services for faculty and staff members.
• Assist with evening events (greeting families, checking in guests, answering phones).
• Other clerical duties as assigned.

Administrative Assistance:

• Coordinate with the Associate Head of School in registering staff for professional development conferences and events.
• Assist in clerical duties and various tasks assigned by the Administrator, Directors, Head of School, or Associate Head of School for day-to-day activities as well as special events, such as Parent Night, Arts Night, etc.
• Assist with ordering food for school events and set-up.
• Assist with Parent/Teacher conference scheduling.
• Assisting in the creation of flyers and programs for school-wide events.
• Assist in the creation and distribution of materials to the classrooms.
• Perform any tasks upon request for the Development Office, Business Office, or Admissions Department for special events and/or projects.
• Assist the Afterschool program with dismissal, attendance tracking, and various tasks as needed.

Transportation:

• Track student arrival; enter student absences and lateness into Veracross. Send daily email noting absent students and faculty, updating it with late arrivals or early dismissals.
• Help staff with dismissal duties. This includes recording the day’s dismissal changes, sometimes having to make calls to confirm changes with families. The AA must be able to quickly address any unexpected changes in bus dismissal.
• Inform the DOE Liaison about changes or issues with bus arrival, pickup, etc. Assist DOE Liaison with assignment and distribution of student OMNY cards.
• Contact parents regarding absent students, field trip permissions, RSVPs, etc.

Crisis Management:

• Update and maintain emergency contact information in Veracross and physical binders.
• Serve as fire drill assistant back-up. Take all relevant emergency information and walkie-talkies out of the building during fire drills, assist in staff attendance.
• Maintain fire drill materials and emergency go-bag.

Competencies

• Warm, friendly approach. Sense of humor a plus.
• Technical Capacity.
• Database Entry Knowledge of Veracross a plus.
• Personal Effectiveness/Credibility.
• Thoroughness.
• Collaboration Skills.
• Communication Proficiency.
• Flexibility.
• Appreciation and respect for children.

Diversity an