Administrative Assistant for the Upper School - New York, United States - The Nightingale-Bamford School

Description

Job Description

The Administrative Assistant for the Upper School provides crucial executive support to the Head of the Upper School, primarily focusing on scheduling, email management, phone communications, document organization, record maintenance, note-taking at meetings, and other administrative tasks essential for the Head of Upper School's efficiency. Additionally, this role extends support to the Upper School leadership team, faculty, students, and parents, ensuring the smooth operation of day-to-day functions within the school community. The ideal candidate must possess exceptional communication skills, strong interpersonal abilities, and a proactive mindset to identify and implement improvements to enhance school support services. Meticulous attention to detail, superb organizational skills, and the ability to handle confidential information with discretion are essential for success. As Nightingale prioritizes an inclusive, anti-racist, and joyful learning environment, the Administrative Assistant is expected to contribute positively to fostering this atmosphere.

This is a non-exempt, 12-month salaried position starting July 1, 2024. The hours of this position are 8:00 AM to 4:00 PM during the days that school is in session. Some overtime and evenings may be required.

EXPECTATIONS INCLUDE (but are not limited to):

• Organize/schedule and prepare for meetings, including gathering documents and attending to logistics of meetings
• Answer and respond to phone calls, communicate messages and information to the Head of Upper School
• Prioritize emails and respond when necessary
• Coordinate travel arrangements
• Maintain various records and documents for the Upper School

KEY SKILLS INCLUDE (but are not limited to):

• Excellent written and verbal communication skills
• Time-management skills
• Ability to pay attention to detail
• Organization skills
• Ability to multitask
• Basic understanding of frequently used computer software and programs, such as Microsoft Office, Google Suite, etc.
• Interpersonal skills

KEY RESPONSIBILITIES INCLUDE (but are not limited to):

• Establish Efficient Systems and Processes: Develop and implement streamlined systems and processes across various areas to support the smooth operation of the Upper School
• Maintain Complex Schedule and Calendar: Manage the intricate schedule and calendar of the Upper School, including assisting with scheduling and organizing events
• Coordinate Parent Conferences: Collaborate with the scheduler and registrar in scheduling parent conferences, ensuring efficient coordination and communication
• Provide Technical Support: Provide technical support and assistance in preparing presentation materials for meetings with the Head of Upper School
• Logistical Support for Hiring: Organize and provide logistical support for hiring processes within the Upper School, facilitating a seamless recruitment experience
• Monitor Student Attendance: Regularly verify absences and report attendance to deans, maintaining accurate records to support student welfare and academic progress
• Manage Locker Assignments: Issue locker assignments and maintain locker combinations, ensuring students access appropriate storage facilities
• DOE Bus Management: Act as the primary point of contact for the DOE bus, preparing and maintaining the DOE bus list and addressing any issues as they arise to ensure reliable transportation for students.
• Attend Logistical Meetings: Represent the Upper School at all logistical meetings, ensuring effective communication and coordination of logistical matters

OTHER KEY RESPONSIBILITIES:

• Global Trip Planning: Collaborate with the Director of Global Partnerships & Community Engagement in planning and executing global trips, supporting the coordination of travel logistics, documentation, and program activities throughout the year
• Coordinate Day Trip Itineraries: Assist in coordinating and confirming itineraries for Upper School day trips, ensuring smooth logistical arrangements for student excursions
• Occasional Coverage for Upper School Leadership Team: Cover homeroom or class meeting sessions or fill in for Upper School faculty or administration duties as needed, including chaperoning trips to ensure student safety and well-being
• Manage Supplies: Maintain and order classroom supplies, ensuring adequate inventory levels to support teaching and learning activities. Additionally, ensure the Upper School Commons is fully stocked with supplies and organized for students to borrow
• Facilitate Book Orders: Place book orders for faculty and arrange distribution of books for student classes, coordinating with vendors to ensure timely delivery
• Coordinate Amazon Orders: Purchase and coordinate Amazon orders for the department, reconciling purchases with the Business Office to maintain accurate financial records
• Credit Card Reconciliation: Reconcile the head of upper school's credit card expenses, ensuring accuracy and compliance with financial policies and procedures
• Process Maintenance and Security Requests: Handle all maintenance and security requests for the Upper School facilities, coordinating with relevant staff and vendors to address issues promptly
• Maintain Bulletin Boards/TV Monitor: Manage Upper School office bulletin boards and TV monitors, updating information and announcements to keep the school community informed
• Transcript Requests and Grade Reporting: Coordinate transcript requests and the grade reporting process with the registrar, ensuring timely and accurate submission of academic records
• Anticipate Needs: Anticipate the needs of the Upper School Leadership team and students, proactively addressing any concerns or requirements to support their academic and administrative needs
• Attend School Events: Participate in Upper School Curriculum Nights and other evening events hosted by the Upper School division, representing the administrative team and providing support as needed
• Other Administrative Duties: Undertake all other administrative duties as assigned by the Head of Upper School or appropriate administrators, contributing to the efficient operation of the Upper School division

REQUIRED QUALIFICATIONS:

• Strong commitment to DEIB
• Bachelor's degree required
• 3-5 years of experience in an administrative support role
• Excellent attention to detail, professional attitude, good judgment, a high level of integrity, and a strong work ethic
• High professional and ethical standards for handling confidential information.
• Flexibility and initiative combined with the skills for thriving in a team environment to achieve divisional and institutional goals
• Must have superior technical skills and be proficient in GSuite products, including Gmail, Google Drive, Google Docs, Google Sheets, MS Word, and MS Excel, and must be proficient in learning new applications and software
• A shared understanding of the mission of the School and a demonstrated commitment to the core principles of diversity, equity, and inclusion
• Must demonstrate cultural competence and be able to understand, appreciate, and work with constituents across varied backgrounds and cultures
• Exceptional interpersonal skills and an ability to work collaboratively with all levels of constituents: students, colleagues, parents, trustees, donors, and prospective donors
• Strong organization and project management skills
• Superb oral and written communication skills
• High level of initiative, proven ability to work independently and collaboratively
• Excellent time-management skills and ability to work with tight deadlines
• Possess a sense of humor and appreciates this trait in others

SALARY

In compliance with NYC's Pay Transparency Act, this position's annual base salary range is $70,000 - $85,000. When extending an offer, Nightingale considers factors such as (but not limited to) the position's scope and responsibilities, the candidate's work experience, education/training, key skills, internal peer equity, and market and organizational considerations.

HOW TO APPLY

Interested candidates should apply by submitting a cover letter and resume online at

ABOUT THE NIGHTINGALE-BAMFORD SCHOOL

Founded by two bold, visionary educators in 1920, The Nightingale-Bamford School's mission is to inspire girls to go beyond barriers. Tied to this mission is a broader vision of students who are joyful learners who have the intellectual depth and courage to be critical thinkers, compassionate citizens, and agents of their own lives. Nightingale educates girls' minds and hearts and, in so doing, infuses their lives with meaningful relationships, teaching them to value difference as a means of growth and empowering them to question the status quo with confidence, empathy, resilience, and reason. Nightingale's commitment to social justice and anti-racism requires that all community members engage actively and thoughtfully in work around diversity, equity, and inclusion. We encourage applications from candidates with broad and diverse backgrounds.

EQUAL EMPLOYMENT OPPORTUNITY

It is the policy of the School to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, citizenship, age, sex, sexual orientation, gender identity, gender expression, military status, marital status, familial status, caregiver status, predisposing genetic characteristics, actual or perceived domestic violence victim status, disability, veteran status, or any other characteristic protected by applicable law. The School's employment practices and decisions adhere to the principles of non-discrimination and equal employment opportunity. This commitment to equal opportunity applies to and is reflected in all School activities, including, but not limited to, recruiting, interviewing, hiring, staffing, training, promotions, compensation practices, employee benefits, social programs, discipline, and termination of employment. The School maintains zero tolerance for violations of this policy and expects all employees to abide by and support this policy without reservation.

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