Job Description
The Administrative Assistant is responsible for providing full administrative and organizational support to the Lower School Principal, and general support to Lower School employees.
Summary of duties:
* Schedule appointments and produce itineraries and reports for the LS Principal to optimize use of their time
* Oversee and monitor the LS budget and provide support to team leaders to manage departmental budgets
* Lead, support and monitor purchasing for LS teachers and departments
* Prepare and facilitate plans and preparations for student placement
* Coordinate the scheduling of parent-teacher conferences and student-led conferences
* Liaise with the technology department to open and close the report card writing window
* Serve as the lead coordinator of documentation for student leavers, reports, transcripts and recommendation forms and certificates
* Support the assistant principal in getting and orientating room parents and provide ongoing support
* Liaising with the catering and facilities departments for all lower school meetings and events
* Coordinate invitations with necessary HR messaging to candidates during the recruitment process, and assist with safer recruitment where required
* Support the principal in previewing upcoming events and important dates in the school calendar
* Assist the LS Principal in the evaluation process by scheduling PGC meetings & class visits, making sure the yearly calendar of evaluations is met
* Establish & document new routines and procedures within prescribed limits, and develop recommendations regarding other changes as necessary.
* Build and maintain effective relationships with key suppliers to manage effective cost cost-efficient purchasing of LS materials
* Administer an effective purchase ordering process to ensure that all items required for the running of the Lower School (furniture, books, classroom supplies, etc.) are ordered, received and invoices approved
* Coordinate the purchase and giving of gifts for staff leavers, room parents, grade reps, volunteers, non-classroom LS staff
* Liaise with external venues for lower school events/retreats
* Proof-read LS yearbook, Take Note and other communications as required
* Liaise with the technology department to update teacher/assistant teacher class permissions in Axiom
* Maintain an accurate and up-to-date archive of student files to ensure that the appropriate information is available whenever it is required; prepare packages of student transcripts and reports for applications to other schools
* Liaise with other school departments to ensure that all non-academic support for students is coordinated to run smoothly
* Where required, supervise/monitor students during recess, lunch or after school hours to ensure their safety and well-being
* Participate actively in the life of the School, through attendance at events, committee membership and/or leadership of co-curricular activities
* Any other duties as are within the scope, spirit and purpose of the job as requested by the supervisors
Selection criteria
Essential qualifications/experience:
* Recent and extensive experience in a general administrative or managerial role
* Proficiency with a number of computer applications (Google suite, MS Office, etc.), including high level of competence with spreadsheets, strong proofreading, spelling and editing skills
* Tact, diplomacy and a friendly manner with the ability to interact with a diverse student, parent, faculty and staff body with ease
* Demonstrably strong organizational abilities, along with excellent oral and written communication skills, and the ability to meet deadlines
* Outstanding collaborative skills and a desire to work in a team-focused environment
* A proven commitment to the safeguarding and welfare of children
Desirable qualifications/experience:
* Experience in an administrative role in a school.
* Experience working in a school or other educational setting.