Upper School and Front Desk Administrative Assistant - Oregon Episcopal School : Job Details

DescriptionOUR MISSION: Oregon Episcopal School educates students to realize their power for good as engaged citizens of the world. ABOUT US: Founded in 1869, Oregon Episcopal School today occupies a wooded 59 acre campus where 880 students in Pre-K through 12th Grade share an excellent faculty, an inquiry based curriculum, and a strong sense of community. The Upper School also includes a small boarding program of international and domestic students who live and learn together enhancing the vibrancy of the school community. The School values employees who seek to continually develop the OES Essential Competencies in themselves and others and are prepared to engage in a vibrant, diverse learning community. Committed to the professional development of our faculty, teachers are guided by the Learning and Teaching at OES faculty growth model. As an Episcopal school, we are rooted in a rhythm of gathering and reflection that values and respects all beliefs and cultures. As such, we educate toward a larger purpose- toward inclusion and respect, service and justice, and commitment beyond ourselves. JOB SUMMARY: The Upper School administrative assistant is part of a team of two assistants that primarily supports the entire division, while also serving an all-school role. This position reports directly to the Head of US and requires frequent interaction with faculty, students, and parents. The successful candidate will be highly organized, tech-savvy, and possess exceptional communication and people skills. In addition, the successful candidate will have a proven record of taking initiative, developing systems for efficiency and effectiveness, collaborating with many constituents, learning by doing, paying attention to details, and problem-solving. As the frontline for a busy office and the main upper school building, the administrative assistant must be able to work independently, multitask, and remain calm in stressful situations. Above all, the successful candidates will enjoy supporting adults and teenagers alike. ESSENTIAL DUTIES:

• Oversee daily operational needs for the Upper School program.
• Collaborate with the other administrative assistant to schedule, plan, and implement US projects and events, including Graduation, off-campus trips, meetings, and special assemblies.
• Collaborate with other divisional admin assistants on the All School Calendar.
• Maintain an appointment calendar for the Head of US, and coordinate meeting and appointment requests for other administrators and department chairs.
• Coordinate our substitute teacher process.
• Work with HR to update job descriptions, create job requisitions, post jobs to the OES website and other various platforms, and keep track of all jobs that are posted and removed.
• Be the final read for all outgoing communications from the US administration.
• Receives, directs, and assists all visitors and callers to the Main Upper School building and Upper School office.
• Maintain a daily log for attendance and coordinate with the US Attendance team.
• Document visitors and transfer voicemails to appropriate extensions.
• Coordinate incoming and outgoing daily mail. Maintain postage meter.
• Manage paperwork and schedules in the hiring process for new faculty and staff.
• Attend and support divisional meetings, as needed.
• Support the collection, scanning, and tracking of all student forms, both digital and hard copy (emergency contact, trips, add/drop, driver, etc).
• Manage and maintain student files in the school database, including sending and requesting transcripts.
• Manage inventory of office supplies.
• Contact maintenance for facilities requests and repairs; contact custodial for cleaning needs, supplies, and emergency spills.
• Communicate with emergency personnel, notify appropriate staff, direct emergency responders, and communicate to staff when emergency vehicles are on campus.

• Annually update and distribute the telephone extension list.
• Engage fully in school-wide DEI developmental activities.
• Assist in the annual update of the All-School Handbook.
• Perform other duties as assigned.

RequirementsMINIMUM QUALIFICATIONS:

• High school diploma or equivalent
• 3 years' administrative assistant experience
• Intercultural competence: ability to interact appropriately with persons of diverse backgrounds, ability to work effectively on diverse teams, demonstrated commitment to equity and inclusion
• Digital literacy; proficiency in Google Suite, database, and other web based applications, as appropriate to job duties, flexibility and openness to learning as digital tools evolve
• First Aid/CPR certified or ability to obtain upon hire
• Ability to pass a criminal background check and pre-employment drug screen

PREFERRED QUALIFICATIONS:

• College degree
• 5 years' administrative assistant experience

KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent interpersonal and communication skills, ability to work well on teams
• Ability to maintain professionalism and a cheerful disposition in stressful situations
• Strong business writing and editing skills
• Ability to perform basic business math functions accurately
• Ability to manage confidential information in compliance with the law and accepted best practice
• Excellent organizational and prioritization skills

PHYSICAL REQUIREMENTS:

• Primarily office environment, ability to sit at computer and keyboard for substantial periods
• Mobility sufficient to move about the campus, to include climbing stairs
• Sight and hearing adequate to perform the duties of the job, ability to communicate clearly
• Ability to lift and carry up to 20 pounds on a frequent basis