Administrative Assistant at The Blake School in Hopkins, MN

Description

The administrative assistant provides administrative support to the Lower School director, administrators, faculty, staff and parent volunteers. 

Blake is particularly interested in candidates who will enrich the diversity of identity, lived experience and thinking that makes our community strong and empowers students to engage productively with those who are different from them. Blake offers highly competitive salary and benefits packages, as well as significant support for local and national professional development opportunities.

Requirements

Essential Functions and Responsibilities:

Administrative/Office Support

• Primary calendar manager for Upper Elementary (UE), includes processing and coordinating all Lower School event details 
• Maintain UE director’s calendar and assist with scheduling appointments for the UE director and assistant director as needed
• Schedule meeting spaces and order refreshments as needed
• Maintain office equipment
• Assist administrators with upcoming events (admissions, parent luncheons, student gatherings, etc.)
• Support the Effective Teaching Initiative (ETI) through scheduling, documenting, communicating and tracking all steps of the process for UE faculty
• Create a welcoming, safe and respectful office environment 
• Handle sensitive issues with empathy and confidentiality 
• Sort, distribute and manage UE mail and deliveries 
• Provide back-up and support for office manager in dealing with students, parents and phone calls 
• Provide additional clerical support to administrators as needed
• Support daily dismissal process for UE 
• Coordinate logistics and communication for all faculty hires in UE

Budgets

• Manage, track and reconcile campus/divisional budgets
• Produce individual monthly budget reports for ELC and UE directors and faculty
• Manage, track and code monthly employee credit card purchases for reimbursements in Divvy
• Manage, track and coordinate use of title and state funds

Purchasing

• Create and process purchase orders
• Research product pricing and quality from various vendors and create the approved supply ordering lists 
• Make purchasing decisions, work with vendors, order supplies and maintain the storeroom and copy rooms 
• Order classroom supplies and resource materials for faculty and administrators

Progress Reports

• Oversee bi-annual progress report process for all Lower School; merge input for production of specialist reports, proofread and format reports 

Minimum Qualifications:

Required: 

• Three years administrative assistant experience or equivalent 
• Ability and desire to interact with Lower School children
• Knowledge of Microsoft Word, Excel, FileMaker Pro, Google Docs, Google Mail and various other computer software
• Excellent organizational skills
• Ability to be flexible, handle interruptions, multitask and set priorities to complete work in a timely manner
• Ability to work independently as well as a team player 
• Strong written and oral communication skills 
• Strong interpersonal skills; ability to relate well to colleagues, students, parents and visitors
• Strong proofreading skills

Preferred: 

• Current certification in CPR, first aid and AED use
• 2-year or 4-year college degree

Disclaimer:

The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor are they intended to be an all-inclusive list of the skills and abilities required to do the job. The duties and responsibilities in this job description may be subject to change at any time due to reasonable accommodation or other reasons.