We are currently looking for an individual to work in a team environment and provide administrative support to the Upper School Dean of Student. This position will provide direct support to the US Dean of Students along with general office support for the multi-faceted functions and responsibilities arising from the upper school office. This may include (but is not limited to) typing, filing, answering phones, ordering supplies, assisting with mailings and event set-ups, inter-campus mail delivery and working on special projects or duties as assigned. Good interpersonal skills are needed due to this positions daily interaction with administrators, faculty, staff and vendors; as well as parents and students to provide information on specific situations that may arise. As a member of the Dobbins Office team, this position requires teamwork and support to the Assistant to the Upper School Division head.
Essential Duties and Responsibilities
Maintain locker procedures, including (but are not limited to):
o Prepare and process all locker assignments.
o Maintain master list for lockers.
o Issue and maintain locker agreements and repair cards.
o Oversee the turning of locks each summer.
-Manage US club account financial records.
-Manage and maintain student discipline issues and records.
-Assist with attendance for drills and actual emergencies.
-Manage theft/loss reports
-Manage and maintain Student Work Permit processes.
-Coordinate details and collect permission forms for annual G10 and G11 class trips.
-Book set-up details for events originated from the Dobbins office.
-Process updates for US Student/Parent Handbook.
-Check in substitute teachers each morning
-Maintain sub folders and emergency lesson plans.
-Enter payroll detail for substitutes and teachers.
-Overall office maintenance:
-Order/replace bottled water, office supplies (printer, printer cartridge, etc.)
-Ensure proper service on copiers in Dobbins Hall.
-Inter-campus mail delivery coordinated with courier schedule
Other Duties and Responsibilities
-General clerical and administrative duties.
-Email to parents as directed by the US Dean of Students
-Cover the attendance office for morning break, lunch and when the attendance clerk is absent.
-Respond to correspondences in a timely manner and answer phone line in the Dobbins Office.
-Daily and long term schedules of US Dean of Students.
-Assign detention for tardies as well as handle minor discipline issues.
-Create purchase orders for invoices.
-Input information for daily bulletin and EBB (Electronic Bulletin Board).
-Assist with student elections.
-Attend after hour/weekend US events, as needed or required
-Other projects and duties, as assigned by the Head of Upper School, US Dean of Students or Assistant to the Head of Upper School
Knowledge, Skill & Ability Requirements
-3-5 years experience in a general office setting providing administrative support
-Experience in a school setting a plus
-Displayed proficiency in all related computer applications including MS Word, MS Excel, Outlook, Power Point, and Adobe
-Ability to successfully learn, navigate and use Harker's internal programs and systems including PCR, MRM, KBOX, Finalsite, Ultipro, Versatrans, etc.
- Ability to self-motivate
-Ability to manage and prioritize multiple tasks simultaneously
-Excellent written and oral communication skills
-Team player, able to adapt to multiple situations and tasks
Working Conditions
The Administrative Assistant may spend long hours sitting and using office equipment and computers, which can cause muscle strain. Lifting of supplies and materials will occur from time to time. As the Dobbins Office is an open office area, the assistant may be faced with constant interruptions. May occasionally be called upon to work overtime.
This is a full-time non-exempt position; competitive salary will be offered but is dependent upon experience. Hours of work are typically, Monday - Friday, 7:30 am - 4:30 pm; 44 weeks per year (1,760 hours), additionally some overtime may be required. Benefits associated with this position will be discussed during the interview process. Prior to beginning work for The Harker School, and as a condition of employment, all employees must go through Live Scan Fingerprinting as well as provide a copy of a negative TB test.
For additional information on the position, please visit Employment Opportunities at www.harker.org.
Interested candidates should email a cover letter, current resume and salary requirements as one PDF or Word document attachment to jobs@harker.org. The email subject line must contain the position title, "Assistant to Dean - US."
The salary range for this position is $22-$25/hour
