Career Center

Collegiate’s Upper School Division seeks an organized, energetic, and experienced full-time Administrative Assistant to begin immediately. The ideal candidate is self-motivated, flexible, and able to work as part of a team. This person is also detail-oriented and adept at problem solving. Additionally, the Administrative Assistant must possess an enthusiastic commitment to the importance of building and sustaining a diverse, just, inclusive, and equitable academic environment.

General Summary: 

Under the general direction of the Head of Upper School, the Administrative Assistant is responsible for managing the logistical duties within the Upper School Office while working directly with faculty and staff to support the Upper School Division’s functionality. This position is responsible for supporting school administrators and faculty in a variety of ways, managing Upper School Office correspondence, greeting and assisting visitors to the Upper School Office, and supporting yearly events. This is an outward-facing position in constant contact with parents, faculty, students, and colleagues from other divisions which requires a professional and calm demeanor.

This is a 12-month position.

Essential Duties:

• Performs all administrative and office management tasks in the Upper School Office, including answering phones, managing various documents and records, coordinating food for some divisional events, order supplies, and greeting visitors;
• Reads and responds to mail and email from parents, teachers, and others;
• Maintains Head of Upper School’s calendar;
• Schedules parent- and student-Head conferences;
• Schedules Head's classroom observations and post observations;
• Maintains student attendance, late arrivals, and early dismissals; Verifies absences with parents;
• Maintains Office of Pupil Transportation report; Issues Metro cards;
• Serves as general resource for students;
• Professionally liaises with parents on a variety of issues;
• Manages graduation logistics with the Assistant to the Head of School, including ordering student academic gowns, preparing and ordering diplomas, invitations and programs; as well as run other logistics for Graduation and Senior-related activities;
• Prepares transcripts for Alumni and current students;
• Prepares Upper School mailings, registration materials including course descriptions for the Upper School Course Guide;
• Facilitates all Upper School events such as curriculum night, final exams, etc.;
• Assists with maintenance of Upper School portal in Collegiate Connect;
• Creates and maintains schedules for teachers and students Grades 7-12, utilizing Collegiate Connect Blackbaud and other scheduling systems;
• Serves as a member of the Scheduling Committee;
• Responds to various parent, teacher, or student requests;
• Liaises with NCAA to ensure classes are approved in the clearinghouse;
• Performs related duties as assigned.

Education and Experience:

A Bachelor’s degree from an accredited college or university. Must possess a minimum of five years of office management experience in a professional setting. Independent school experience preferred.

Special Requirements:

• Must be able to complete a background check

Knowledge, Skills and Abilities:

• Ability and willingness to participate fully in a dynamic day school located in New York City;
• Excellent communication skills, both orally and in writing;
• Ability to maintain confidentiality;
• Highly proficient with Word, Excel and database management;
• Ability to multitask, keep calm under pressure and treat everyone with respect;
• Displays curiosity, a positive attitude, flexibility and a good sense of humor;
• Ability to follow all policies and procedures of the School as written in the employee and parent handbooks.???????