Administrative Assistant to the Head of School

 

Dwight-Englewood School Employment Opportunity Title: Administrative Assistant to the Head of School Job Summary: Dwight-Englewood School is seeking an energetic and professional individual with experience to perform administrative assistance of a confidential, complex and responsible nature for the Head of School including office management in accordance to standard procedures. The ideal candidate will have independent school experience, computer/database management skills, exceptional communication, interpersonal strengths and strong organizational skills. This position reports directly to the Head of School and must have the ability to work well with a variety of faculty, staff, students, parents, Board of Trustees and outside constituents. This is a full-time, twelve month, exempt position. The hours are 8:00 a.m. – 4:00 p.m. with occasional commitments to facilitate special projects as needed. Evening hours also include five Board of Trustees meetings throughout the year. Responsibilities: • Relieves Head of School of administrative detail work; • Coordinates Head of School’s heavy calendar in accordance with daily, weekly and monthly work schedules of School calendar; • Screens written and email correspondence, telephone calls and visitors to Head of School’s Office to assure prompt response to needs, making referrals to staff or offices as necessary; • Serves as liaison for Head of School to faculty and staff members; responds to inquiries, resolves problems when possible and schedules appointments as necessary; • Records and transcribes correspondence, reports and documents from rough notes, dictation or transcription equipment; • Prepares correspondence for Head of School’s signature and routine reports of administrative activities of office; • Coordinates and participates in administrative team meetings, records proceedings and distributes minutes to appropriate people; • Transmits meeting decisions and recommendations to faculty and staff as appropriate; • Monitors operating budget for Head of School’s Office and assists in preparation of annual budget recommendations, prepares purchase orders, reconciles American Express expenses and assigned general ledger accounts; • Serves as Board of Trustees secretary to maintain Board-related files & reports, attend meetings, prepare and distribute agenda prior to meeting, post agenda on Blackbaud site, distribute necessary materials if vote is required, prepare, distribute and post meeting minutes; • Performs general office duties including supervision and/or maintenance of complex filing system, confidential materials, personnel records, evaluations, oversee files of correspondence, memoranda, specifications, purchase orders, a variety of other information, inventory of supplies and materials; • Analyzes office and administrative procedures and develops improvements of workflow to effect efficiencies; • Coordinates special events and major work projects, such as summer mailings, to all School constituencies; • Performs other duties as assigned. Knowledge, Skills and Abilities: Candidate must have: • Ability to acquire a working knowledge of School policies, procedures and educational philosophy; • A working knowledge of school administration and related policies, procedures and applicable state and/or federal education laws; • Excellent communication, organization, interpersonal and project management skills; • Strong focus on serving the needs of internal and external constituents in a consistently positive and cooperative manner and supporting the values of the School; • Eagerness to work collaboratively in a team environment and ability to work independently. Qualifications: The ideal candidate will have: • Associates degree in Business Administration; • Minimum of four years related office experience; or • Equivalent combination of education and experience; • Strong computer literacy skills with Microsoft Office, database applications, Power Point, GroupWise calendar, word processing and email applications. Applicants should send résumé and cover letter with salary requirement to: Human Resources Email: hr@d-e.org Fax: (201) 568-9451 Dwight Englewood School is an Equal Opportunity Employer and offers an immediate and comprehensive employee benefits package.