Assistant to the Primary School Head

WHO WE ARE

Holland Hall was established in 1922 and currently serves approximately 1,000 preschool through 12th grade students in a coeducational setting. An Episcopal school distinguished by an excellent academic program and a student-centered environment emphasizing a holistic approach to education, we strive to provide a challenging, comprehensive educational experience grounded in a rigorous liberal arts college preparatory curriculum that promotes critical thinking and life-long learning. We seek to foster in each student a strong moral foundation and a deep sense of social responsibility. The Holland Hall community welcomes students of diverse racial, cultural, and religious backgrounds.

THIS POSITION

The Assistant to the Primary School Head will assist the Primary School Head with their daily schedule and all activities pertaining to the Primary School. This position supports students, parents, faculty, and administration in a manner that reinforces the positive climate of the Primary School and welcomes and meets the needs of visitors to the Primary School in a manner that reflects our relationship-driven community. This role provides high-level administrative support to ensure the smooth operation of the Primary School. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining a professional and courteous demeanor.

JOB DUTIES

Administrative Support

• Schedule and organize meetings, events and travel, for the Primary School Head and maintain their calendar with school events

• Handle correspondence to students, faculty and parents, and publications such as Dutch Weekly
• Generate mailings and communications
• Take phone calls and messages for the Head of Primary School and Primary School Faculty
• Assist with other projects as requested by the Head of Primary School
• Keep office, supplies, and records organized and neat

Student Support & Records

• Schedule students, generate student schedules, and prepare class lists
• Maintain student files and records
• Process student records in coordination with the business office
• Maintain the Primary School comment system, including updates to student and faculty information
• Keep attendance and related records

Admissions & Enrollment

• Work closely with the Admission Department to support full enrollment of new students

Financial & Material Management

• Prepare purchase orders for classroom materials. 
• Check in materials received and approve for payment.
• Track and communicate grade-level and departmental budgets
• Maintain petty cash fund and oversee school credit card use

Faculty & Staff Coordination

• Work with school nurse
• Schedule and coordinate maintenance needs and facilities requests, including summer projects
• Keep records of faculty absences and substitutes

Community & Parent Engagement

• Interface with the Primary School Parent Council as needs arise
• Communicate with coworkers, parents, students, and others in a courteous and professional manner

The above essential functions are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all duties, responsibilities, and skills.

MINIMUM EDUCATIONAL BACKGROUND

• Associates Degree and/or related experience

PREVIOUS RELATED EXPERIENCE

• Office management
• Customer relations
• Work with institutional budgets, purchasing, and personnel
• Working with children

EXPECTATIONS/REQUIREMENTS FOR SUCCESSFUL PERFORMANCE

• Maintain confidentiality concerning sensitive information
• Support school policies with students
• Possess effective communication skills, both written and oral
• Possess knowledge of Google products, Word, and Excel
• Ability to calculate figures and understand budgets and ordering
• Must be detail oriented
• Ability to compose correspondence
• Proficient with typing and data entry
• Multitask in a fast-paced environment
• Forecast future needs of students and faculty
• Work with a diverse group of people
• Must be flexible and positive
• Regular attendance is required for successful completion of job duties

WORKING CONDITIONS

• Workday typically takes place from 7:30 to 4:00 pm Monday-Friday. 
• This position is not eligible for telecommunity; however, temporary telecommuting arrangements may be approved for circumstances such as inclement weather, special projects, or business travel, based on the needs of the primary school. These arrangements are approved on an as-needed basis only, with no expectation of ongoing continuance.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.