Upper School Administrative Assistant

This role provides administrative support to the Head of Upper School, Academic Dean, Dean of Students and others as appropriate. 

Essential Duties:

Division Heads Administrative Assistant

• Assist Head with tasks to support daily and long-term operations and projects
• Manage daily calendar for Head, scheduling appointments and populating calendars with pertinent school activities
• Assist students, parents, employees, and guests with questions and requests
• Ensure office, phones, and email are covered during school day
• Assist with communications during safety drills and emergency situations

Communications

• Oversee US Office communications with parents and students including announcements and bulk emails
• Educate parents on navigating school website and calendars
• Manage and maintain faculty communications including daily announcements, online resources, procedural manuals, schedule changes, and email distribution lists

School Calendars

• Work with Deans, Registrar, and Master Calendar Coordinator to prepare annual calendars of all non-athletic activities for Upper School students and faculty
• Populate and monitor multiple online calendars for teachers, students, and parents

Parent Volunteer Coordinator & Event Planner

• Work with Deans, Division Head, and Parents Council leadership to secure volunteers for significant positions
• Work with parent volunteers, custodial staff, Deans, faculty, and others to coordinate student and parent events

Honors & Awards Ceremony & Commencement

• Oversee and coordinate award nominations, sponsors, presenters, writers and editors, invitations, and purchasing of awards

Course Registration

• Work with Dean of Academics, Department Chairs and Upper School Head to produce Course Catalogue
• Coordinate annual course registration event for parents

Other Administrative Duties

• Manage Paycom data entry
• Function as Jostens liaison
• Oversee, allocate, and approve usage of Upper School credit card usage
• Support Admissions by coordinating prospective student interviews
• Assist in coordinating Summer Remediation
• Manage office supplies and stationery for US Office team
• Work with Registrar to maintain student files

• Perform other duties as needed

Education and Experience:

• Bachelor's degree required
• 3 years experience in an administrative assistant or office management role preferred
• Experience in an independent school environment preferred

Skills

• Proficiency in Google Suite, Veracross, Blackbaud, and Microsoft Office tools
• Excellent written and verbal communication skills
• Capable of working independently and collaborating with others
• Strong organizational skills and an eye for detail
• Strong interpersonal skills
• Responsibility for confidentiality and flexibility
• Adheres to the standards of professionalism 
• A philosophical alignment with our core values and curriculum and instruction, which can be found on our website: www.charlottelatin.org, including a commitment to promoting diversity, equity, and inclusion.

Working Conditions and Environment

• Intermittently lift, carry, push, and pull up to 25 pounds.
• Continuously see, sit, balance, grasp, and have repetitive use of arms, wrists, hands, and fingers; and some fine finger dexterity.
• Frequently talk and hear.
• Intermittently stand, stoop, bend, twist, crouch, kneel, crawl, walk, climb stairs, step stools and ladders, operate foot and hand controls, squeeze, and reach above shoulders.
• Exposure to dust, chemicals, fumes, flammables, grease, dirt, stacked materials, electrical equipment, machinery, low to medium noise levels, and moderate indoor temperatures of heat and cold.
• Long or odd hours, as needed.