Full Job Description
All members of the Stuart administration, faculty and staff are expected to work together to create an educational environment where the Goals and Criteria of the Sacred Heart are lived and where all are committed to educate:
A personal and active faith in God
A deep respect for intellectual values
A social awareness which impels to action
The building of community as a Christian value
Personal growth in an atmosphere of wise freedom
Reports to: Head of Upper School
FLSA: Non Exempt (Hourly)
FTE: Full Time (10 Month - Academic Year)
The Administrative Assistant for the Upper School will be passionate about working and learning in a student-centered environment. The duties and responsibilities of the administrative assistant are to assist the Head of Upper School in the everyday running of the Upper School. Candidates should possess a strong work ethic, excellent organizational and technology skills, a positive attitude, and the ability to work collaboratively. Degree preferred. As a member of the Upper School staff, the Administrative Assistant for the Upper School is expected to complete all of the responsibilities of an Upper School staff member with these additional duties:
Attendance – making sure that all attendance is recorded on the school information system (ASPEN) and keeping record of required parent/doctor notes. Keeping Head of Upper School, Assistant Head of Upper School, and Dean of Students abreast of excess absences, etc. This also includes keeping record of students leaving early, arriving late, and senior privileges with respect to free first periods.
Maintaining and keeping student files current and up to date. This includes contact information, parent/guardian information, emergency information, etc.
Maintaining binder with
Student schedules and study hall information, including proctoring lists.
Current student medical records to be used for field trips, etc.
Faculty schedules, classroom schedules, etc.
Maintaining current list of advisor/advisee list and of class lists and grade lists. Maintaining current registration list.
Preparation with Head of Upper School on faculty materials for workshops, new school year mailings, orientation, and end of year mailings (i.e. report cards, schedules, etc.).
Back to School Night: Preparation with Head of Upper School on all aspects of this program.
Mid-Term and Final Exams: Preparation with Head of Upper School including, but not limited to, email to parents/guardians regarding exams.
Parent/Teacher Conferences: Preparation with Head of Upper School including email to parents/guardians for appointments, preparation of chart for conferences, list of appointments to faculty, confirmation to parents/guardians of date and time of conferences.
Ring Ceremony: The Junior Ring Ceremony is an annual Stuart tradition that requires attention to detailed arrangements including:
Arrangements for ring measuring and ordering by jeweler at Stuart
Collection of deposits and balance owed for rings ordered
Email to parents/guardians regarding date of ring ceremony
Arrangements for rehearsals with Senior/Junior class advisors
Preparation of chart for line-up
Arrangements for student government president to submit speech for review by Head of Upper School
Submitting event forms and refreshment order
Informing Head of School, Assistant to the Head of Upper School, faculty and staff of dates and times for ceremony, etc.
Upper School Play and Musical: Assisting the Fine Arts Department chair with preparation of programs and filing of event forms.
Holiday Party: Preparation for and ordering refreshments and submitting event form. Assisting students with Kris Kringle events.
Prize Day and Graduation: Preparation for all aspects of both Prize Day and Graduation including ordering of medals, preparation of certificates, programs, photographer, refreshments, etc.
Report Cards: Work closely with Assistant Head of Upper School regarding collection, proofing, recording of grades, and mailing of same.
Supplies: Ordering of all supplies needed by Upper School Office – separate budget for Administrative Assistant and Head of Upper School.
Budgets/Receipts: Keep track of and submit upper school receipts for AMEX purchases and reimbursement requests.
Handling of mail to Upper School Office.
Scheduling appointments for Head of Upper School, Assistant Head of Upper School and Dean of Students.
Assist Assistant Head of Upper School and Dean of Students in all daily operations.
Working with Head of Upper School, Assistant Head of Upper School and Dean of Students on various SIS (ASPEN) reports, etc.
Keep track of all Upper School student and faculty birthdays for special celebration/recognition.
Performs other duties as assigned by the Head of Upper School.
Must possess excellent writing, interpersonal, and verbal skills with the capacity to deal with the School’s parents, leadership and faculty & staff with poise and kindness.
Graduation from an accredited college or university with a Bachelor’s degree.
A minimum of two years work experience.
Must be proficient in Microsoft Office Applications, including: Outlook, Word, Excel, PowerPoint, Google tools.
Must be able to work in a fast-paced environment with changing priorities.
Must be able to multi-task and prioritize assigned tasks.
Must possess the ability to work independently as part of a small, close-knit team.
The ability to lift 25 pounds
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.