Description:
SUMMARY
The Upper School (US) Office Coordinator is the primary liaison between families and visitors and the School. The position includes maintaining School records, coordinating calendar events, assisting with student attendance, and assisting the Head of Upper School and the US Administrative Team with administrative tasks.
This is a full-time, 12-month, non-exempt position. Some evening and weekend work is required.
RESPONSIBILITIES
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Order supplies, ensure that all office machines are in good working order, and maintain copy records for the Business Office. Train faculty on machine usage as needed; contact relevant service providers when necessary;
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Maintain and manage all Upper School student records including necessary documentation, reports, etc.;
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Construct and send out US daily bulletin;
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Reconcile Upper School Credit Card accounts monthly;
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Manage Student Information and School Management Systems, including Blackbaud, One Drive, School Pass, and EZ Subs;
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Support the Head of Upper School and the US Administrative Team by completing administrative tasks, including managing the Upper School Outlook calendars, assisting with correspondence, and assisting with the hiring process and scheduling candidates;
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Reception duties: greet visitors, answer phones, manage sign-in of visitors. Manage booking and event set up for US classrooms and community spaces and end-of-year events for Upper School. Work with the maintenance department to keep US clean and running smoothly. Manage office substitutes and volunteers as well as paperwork for teacher substitutes. Prepare VOE forms;
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Coordinate all US mailings and e-mails. Deliver and distribute mail to and from the US twice per day;
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Other duties as assigned by the US Administrative Team.
Requirements:
Qualifications and Education Requirements:
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4 to 7 Years of work experience required;
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Associate degree or higher;
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Experience with Microsoft Office products required; knowledge of other school software platforms, like Blackbaud, School Pass, Incident IQ, and EZ Subs;
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Ability to work under pressure and meet prescribed deadlines while handling multiple assignments simultaneously;
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Ability to work collaboratively within a team and across other departments;
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Ability to understand the needs and interests of constituents and positively interacts with each.
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Ability to maintain absolute confidentiality of sensitive information;
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Ability to identify and deploy process improvements in a fast-paced operating environment;
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Self-motivated, independent, flexible, and takes initiative;
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Excellent interpersonal and customer service skills;
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Demonstrates comfort and ability to learn various technology platforms, especially school management systems;
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Detail-oriented.
Specific Skills and Abilities:
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have a desire to be part of a community that values difference and actively engages with it.
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show a demonstrated commitment to diversity, equity, and inclusion (e.g., familiarity with concepts; evidence of relevant personal growth; examples of relevant practice, etc.).
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be a motivated collaborator, possess a strong work ethic, and have a positive spirit.