Administrative Assistant for the Upper School
Summary
| Title: | Administrative Assistant for the Upper School |
|---|---|
| ID: | 1076 |
| Department: | Upper School |
Description
Convent of the Sacred Heart is New York City's oldest independent school for girls, educating students in Pre-K through 12. As part of an international network, we are committed to a set of principles shared by all Sacred Heart Schools. Known as the "Goals and Criteria", these principles articulate the core components of a Sacred Heart education, and charge our community with a unified educational mission.
At the heart of our philosophy is the belief that each child possesses unique gifts Our job is to unearth those gifts, nurture them, and empower each child of the Sacred Heart to share those gifts with the global community.
The Administrative Assistant reports to the division head and works in collaboration with US administrative team to ensure that the daily organization of the Upper School runs smoothly. The administrative assistant has a key role in assisting the division head in disseminating information to faculty, parents and students and in communicating the policies and procedures of the Upper School as well as the Goals and Criteria of the entire school.
Qualifications:
To perform other duties as requested by the division head and US administrative team.
An equal opportunity employer, Sacred Heart seeks to hire outstanding and diverse faculty who work together harmoniously toward the common mission of the school.
At the heart of our philosophy is the belief that each child possesses unique gifts Our job is to unearth those gifts, nurture them, and empower each child of the Sacred Heart to share those gifts with the global community.
The Upper School seeks a full-time Administrative Assistant for Immediate Opening
The Administrative Assistant reports to the division head and works in collaboration with US administrative team to ensure that the daily organization of the Upper School runs smoothly. The administrative assistant has a key role in assisting the division head in disseminating information to faculty, parents and students and in communicating the policies and procedures of the Upper School as well as the Goals and Criteria of the entire school.
Qualifications:
- Ability to work collaboratively
- Strong communication, writing, editing and technological skills
- Excellent organizational skills
- Knowledge of Microsoft Office, Google Chrome, and Blackbaud
- B.A. degree
- Selfinitiated with ability to anticipate needs and knowledge of where to turn to seek information
- Enjoys working with high school students
Responsibilities related to daily management of the Upper School Office include but are not limited to:
- Interfacing face to face, on the phone and via email with all constituents of the school to provide answers to constituents' questions
- Knowing the policies and procedures of the Upper School and school community and collaborating in their enforcement, especially with students and parents
- Learning all of the US students’ names
- Maintaining accurate daily attendance and records sending initial reports by midmorning with updates throughout the day
- Communicating with the school nurse, administrative team and faculty about attendance patterns
- Tracking trends in student attendance and reporting to dean and division head
- Providing office management support to division head schedule and manage appointment calendar electronically, screen phone calls and take messages, process requests for miscellaneous information from different constituents
- Maintaining secure and confidential files and assisting registrar in archiving student files
- Maintaining printer, fax and Xerox machine needs and supplies
- Preparing the division's weekly regulations including pertinent allschool information
- Sorting division head's mail and preparing responses when necessary
- Maintaining and updating standard emails, letters and communications
- Keeping chronological file of all communications from US office
- Accessing Education Edge database to gather information about student schedules/records, faculty and room schedules
- Preparing and placing the supply order for the division at the beginning of the year and throughout as needed
- Preparing in advance a monthly agenda of special events that need specific ordering, instructions and planning
- Creating a distribution list of all US parents by grade levels for electronic mailings
- Assisting with editing of reports, publications, and programs
- Assisting with student registration and scheduling process
- Scheduling parent teacher conferences
- Managing all space, food service and tech requests for special US events
- Processing applications for students applying to other schools
- Preparing and processing mailings to families at the beginning and throughout the school year
- Assisting with events including, but not limited to, curriculum nights, parent teacher conference, prize day, graduation and admission events
- Maintaining updated inventories of files, cabinets, and closets ensuring that all old files are properly shredded and current files are stored securely
- Making sure that files arriving from the MS are current and contain all of the necessary information and making sure that senior files are sent to registrar with only the necessary materials
To perform other duties as requested by the division head and US administrative team.
An equal opportunity employer, Sacred Heart seeks to hire outstanding and diverse faculty who work together harmoniously toward the common mission of the school.
This opening is closed and is no longer accepting applications
