Upper School Administrative Assistant

Park School is a co-ed pre-Kindergarten through grade 12 independent school in northwestern Baltimore County, Maryland with approximately 200 full-time employees and many seasonal employees. Visit our website at www.parkschool.net for more information about the school.

POSITION SUMMARY

The Upper School Administrative Assistant provides administrative support to the Upper School Principal and Upper School as needed. Main responsibilities include: maintaining the Principal’s schedule, managing correspondences and projects for the Principal and overseeing day-to-day operations of the Upper School office to ensure a smooth functioning of the division. This is a full-time, 12-month non-exempt position with the core hours of M-F, 8 a.m. to 4 p.m.

MAIN DUTIES AND RESPONSIBILITIES

Create and maintain Upper School Principal’s calendar

  • Schedule all meetings requested or attended by the Upper School Principal, including those with administration, faculty, students, advisees, parents, and grade representatives. Involves coordination of multiple schedule demands.
  • Manage all meetings called by the Upper School Principal. Includes scheduling, coordinating room setup (SPARS), purchasing with school credit card, sending reminders and preparing all pertinent printed materials.
  • Meet bi-weekly with Calendar/Assembly Committee for scheduling events in the Upper School.

Correspondence

  • Format and proofread Upper School Principal’s letters and meeting agendas. Prepare for distribution.
  • Create and update mailings throughout the year, including grade reports, summer mailings for families and faculty and senior events, and letters from the principal.

Administrative

  • General
    • Schedule and coordinate room setups (SPARs) in Veracross for most Upper School events.
    • Create and maintain confidential student files, including correspondence and meeting notes pertaining to each student.
    • Update and maintain phone directory and faculty lists.
    • With Principal and Dean of Students, solicit and/or determine summer maintenance needs for the Upper School and follow up as needed.
    • With Principal and Department Chairs, solicit equipment and furniture needs and submit requests for items.
    • Switchboard relief duty periodically.
    • Oversee Upper School budget expenditures and assist Department Chairs in resolving budget issues.
    • Submit requests for reimbursement for Upper School Principal and assist the faculty with purchasing/reimbursement requests.
  • Special Projects
    • Coordinate teacher candidate visits with the Principal, the Main Office, and Department Chairs, including coordinating scheduling of all meetings and scheduling class observations and teaching “demo.” Coordinate catering of breakfast and lunch for the visit. Distribute candidate materials to faculty and students participating in the interview process.
    • Create digital presentations (Power Point, Google Slides, Prezi, etc.) as requested by the principal.
    • Coordinate Visiting Residents’ (Scholar, Journalist, Author) visits with the Resident Committees, Parents’ Association, English Department, Development, Business and Communications Offices: Coordinate scheduling, room use, travel, catering, and invitations.
    • Act as point person for Westheimer Prize: Coordinate payment of program fees with families, Development and Business Offices, arrange reimbursements to families.
    • Review and edit student reports (quarterly and semester) as requested by the principal.
    • Coordinate setting of annual calendar with all constituencies of the school: Review for conflicts and ensure appropriate timing of events within the Upper School. Attend Admin Council Calendar meetings with principal and dean of students.
    • Maintain a database of student athletic credits and notify the student, Athletic Director, Upper School Principal, Dean of Students and student’s advisor if student appears in danger of not meeting athletic requirement for graduation.

And other duties, as assigned.

WORK HOURS AND DAYS

  • Monday through Friday, 8 a.m. to 4 p.m.
  • One evening in September required: Back-to-School Night.

QUALIFICATIONS

Education and Experience

  • High school diploma or GED required.
  • Bachelor’s degree and/or minimum three to five years relevant experience a plus.

Job Knowledge, Skills and Abilities

  • Excellent attention to detail and the ability to maintain a high level of accuracy.
  • Excellent organizational skills with the ability to handle a large volume of work in an often chaotic environment.
  • Excellent communication skills and the ability to handle matters in a pleasant, professional and discrete manner.
  • Strong work ethic.
  • Flexible and comfortable with an ebb and flow of work demands.
  • Able to oversee day-to-day operations of the Upper School without supervision.
  • Knowledge of office administrative procedures and use of standard office equipment.
  • Must be able to maintain absolute confidentiality and professionalism.
  • Proficiency in Microsoft Outlook, Word, and Excel and use of the web required; confidence using the Google suite and creating digital presentations a plus.
  • Intermediate analytical ability required to gather and summarize data for reports, find solutions to various administrative problems and prioritize work.
  • Able to take initiative and anticipate additional ways to support the principal and the upper school office.

Physical Demands

  • Required to sit for long periods of time.
  • Periodic light physical effort required.

Supervisory Responsibilities

None

SALARY/BENEFITS

Park salaries and benefits are highly competitive with those in other leading independent schools.

APPLICATION PROCESS

Send letter of interest stating the position you are applying for, your salary requirements, and resume to:

Email (preferred):
employment@parkschool.net

Mail:
The Park School of Baltimore
Human Resources
2425 Old Court Road, Baltimore, MD 21208

The Park School does not discriminate against employees or applicants for employment on the basis of race, color, national or ethnic origin, religion, ancestry, gender, gender identity and expression, sexual orientation, age, marital status, or any physical or mental disability unrelated to a reasonable performance of an employee's duties.