Senior Administrative Assistant

SCHOOL PROFILE

The SEED School of Maryland is a statewide, public, college-preparatory boarding school that opened in August 2008. The School educates and boards 400 students in grades six through twelve.

The SEED School is an extraordinary educational opportunity for students across the state to receive a tuition-free, college-preparatory, boarding education.

The SEED School of Maryland combines a rigorous and engaging academic curriculum with life skills and enrichment activities to provide students with a thoughtfully balanced learning and living experience.

Students and their families commit to a seven-year educational program that offers small class sizes, high quality teaching and learning experiences, mentoring, community service, and extracurricular activities such as sports and arts.

The SEED School is centered around its character values : compassion, self-discipline, integrity, respect for oneself and others, responsibility, honesty, and self-determination.

The SEED School staff are in partnership with parents, families, and communities to guide and support student success. The school follows a typical academic school year calendar.

SUMMARY

The Senior Administrative Assistant provides administrative support to the head of school and chief of staff. The Senior Administrative Assistant serves as the primary point of contact for internal and external stakeholders for the head of school’s office.

This position requires the ability to anticipate tasks that need to be done and work independently.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Meets and interacts with students, staff, parents and visitors in routine situations which require tact, discretion and courtesy

Assists in managing the Head of School and General & Administrative budget

Handles all local and out of town travel arrangements

Tracks all paid time off for the Head of School’s direct reports

Handles meeting and visitor logistics as needed for the Head of School’s office

Completes expense reimbursements for the Head of School and Chief of Staff as needed

Organizes and maintains files for the Head of School’s office

Liaise with staff members at all levels in order to further the vision and work of the

Head of School’s office

Maintains a positive and respectful attitude and provides exceptional customer service

Receives and screens telephone calls for the head of school’s office to provide

information, take messages or transfer calls

Handles scheduling for the Head of School and Chief of Staff’s calendar

Tracks and reconciles the Head of School’s credit card monthly

Drafts meeting agendas, minutes, handouts and other documents as needed

Keep minutes for leadership team minutes, board meetings, program leader's meetings, etc.

Assist the Head of School with email and voicemail messages

Assists Head of School and chief of staff with event planning : organization, logistics, ordering of food / supplies, etc.

Send communication out on behalf of the Head of School

Creates and submits purchase orders / check requests for the head of school

Orders and maintains inventory of supplies, materials and equipment for the Head of

School suite, board conference room and head of school conference room

Sets up and maintains board conference and head of school conference rooms (i.e.

cleanliness, bulletin boards, etc.)

Works closely with the head of school and chief of staff on board related matters (i.e.

board reports, etc.)

Provides front desk support in the atrium in the event that Administration Department support is unavailable

Provides administrative support at the start of year check ins, parent teacher conferences, back to school nights, lottery and end of school year check outs

Processes all approved purchases for the finance / school wide credit card

Research various topics, etc. as requested

Performs duties as workload necessitates / assigned

Adheres to the professional and ethical standards as outlined in the SEED Staff

Manual

And performs other duties as assigned.

MINIMUM QUALIFICATIONS and SKILLS

Bachelor’s degree preferred

At least four years of secretarial / administrative

Type at least 45 words per minute

Experience with using Microsoft Office and office equipment

Experience in an academic setting or similar setting preferred

Strong interpersonal and organizational skills

Exemplary writing skills

Ability to prioritize, establish goals and demonstrate quantifiable results

Ability to manage multiple projects at once

Strong, effective, high-energy team player with a can-do attitude

Ability to anticipate needs for the Head of School office

Ability to work independently with consistency

Ability to develop strong relationships with administration and staff

Ability to thoroughly understand and support the school’s mission and purpose

A passion for working in an educational environment and a commitment to the

school’s mission

Ability to maintain confidentiality and exercise discretion

Outstanding interpersonal and organizational skills with an eye for detail and precision

Understand the importance of integrity and exhibiting core values in the main office

Demonstrate efficient time management and ability to prioritize workload

Knowledge and proficiency using Microsoft Office and other technology

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls;

reach with hands and arms; climb stairs; balance; stoop; kneel; crouch or crawl; talk or hear; taste or smell. The employee must be able to lift and / or move boxes up to 25 lbs.

in weight. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORKING CONDITIONS

While performing the duties of this job the employee is exposed to a noise level in the work environment that is usually moderate.

The work involves everyday risks and discomforts which require normal safety precautions typical of such places as classrooms, dorms, offices, meeting and training rooms, etc.

The work area is adequately lighted, heated and ventilated. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position description may not describe all duties, responsibilities and skills associated with this position. It is intended to portray the major aspects of the job and is not meant to be all inclusive.

Other duties or skills may be required.

The SEED School of Maryland is committed to the letter and spirit of equality. It does not discriminate on the basis of race, color, religion, gender, sexual orientation, or national and ethnic origin in hiring and employment, nor in the administration of its educational policies, admissions policies, scholarship, and other programs.