Administrative Assistant

Paisboa; Pottstown (Montgomery County); On-site; USD 32,000 - 42,000; Part time

Job summary

The Hill School is seeking a Part-time Administrative Assistant to support the Director of Security and the Security Operations Manager. The role is 90-95% in the security office and 5-10% on campus, handling scheduling, onboarding, and budget-related tasks.

Responsibilities include maintaining officer schedules, purchasing supplies, and digitizing documents, with collaboration across IT and security teams to ensure smooth campus operations.

Qualifications

• Strong capability with technology including Microsoft Office suite and cloud-based apps.
• Excellent written and verbal communication skills.
• High School Diploma required.
• Public safety experience or education environment exposure is preferred.

Responsibilities

• Prepare and distribute the daily Security operations schedule by gathering information from campus departments.
• Assist in preparation and maintenance of the shift schedules of Security Officers.
• Assist the Security Operations Manager with onboarding of new hires.
• Place orders for office supplies, uniforms, and other operations supplies needed.
• Maintain records regarding officer activity, vehicle inspection sheets, uniforms, radios, contact information, and seniority.
• Assist in organizing, scheduling, and filing for Officer training.
• Assist with adherence to departmental budgets and processing of invoices.
• Learn the transportation software systems and serve as a backup as needed.
• Be trained in the Gatehouse operation and campus vehicle entry processes.
• Launder departmental property on campus as needed.
• Assist with special events and other essential duties for the Director of Security.

Skills

Technology aptitude

Verbal communication

Education

High School Diploma

Tools

Microsoft Office

SharePoint

Job description

The Hill School prepares young people from across the country and around the world for college, careers, and life. Within a family school environment and a rigorous liberal arts curriculum, we challenge our young people to work hard; think and reason; seek fulfillment; serve the common good; be prepared to lead as citizens of the world, uniquely guided by our motto, "Whatsoever Things Are True."

Position Summary

The Part-time Administrative Assistant is responsible for administrative, communicative, and organizational functions in support of the Director of Security and the Security Operations Manager. This position will be 90-95% in the security office and 5-10% in a role on campus.

Responsibilities

Essential duties include but are not limited to the following:

• Prepare and distribute the daily Security operations schedule by gathering pertinent information from various departments around the campus.
• Assist in preparation and maintenance of the shift schedules of Security Officers.
• Assist the Security Operations Manager with administrative tasks related to the onboarding of new hires.
• Place orders for office supplies, uniforms, and other operations supplies needed.
• Maintain records and documents regarding Officer activity sheets, vehicle inspection sheets, uniforms, radios, contact information, seniority, and radio numbers.
• Assist in organizing, scheduling, and tracking/filing in relation to Officer training.
• Assist with the adherence to departmental budgets, processing of invoices and reimbursements.
• Learn the transportation software systems and perform as a backup to the processes, as needed.
• Learn the campus identification software systems and perform as a backup to the processes, as needed.
• Assist with annual Memorandum of Understanding correspondence.
• Assist with the application of permits for parking, traffic, and any other Pottstown Borough permitting requirements.
• Support the Security Office with organizational, efficiency and technological improvements.
• Support the Security Office with the use of computing technology to ensure all PCs and other IT equipment issued to the office are working properly by collaborating with the IT department.
• Collaborate to digitize documents, forms, and shared sites.
• Purge older paper files as directed.
• Be trained in the successful operation of the Gatehouse, the main vehicle entry point to the campus.
• Launder (on campus) departmental property, as needed.
• Assist with special events, as needed.
• Assist with other essential duties in support of the Director of Security (security, fire safety and transportation related), as needed.

Qualifications

• Strong capability in use of technology including, but not limited to, Microsoft Office suite, Sharepoint (preferred), cloud-based software and internet-based applications.
• Excellent written and verbal communication skills.
• High School Diploma required.
• Previous Public Safety experience preferred.
• Previous experience in an educational environment.
• Ability to perform multiple tasks under stressful situations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• This position includes sitting, standing, kneeling for filing, and walking from building to building on campus.
• Hand and finger dexterity is needed to use computer throughout each workday.
• Visual acuity required by this job includes close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Visual acuity is required to type, read, and recognize students, visitors and employees.
• Hearing ability is required to communicate in person and via telephone.
• Clear verbal communication is essential for disseminating information.
• The employee must occasionally lift and/or move up to 25 pounds.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Attitude and Demeanor

• Publicly support the mission and vision of The Hill School in a positive and professional manner.
• Work as a dynamic team member in a professional collaborative environment.
• Energetic and organized enough to thrive in an extremely fast-paced environment while collaborating with a growing team to produce great work.
• Ability to wear many hats, learn new things every day, and have the ability to switch from a variety of roles with ease and excitement.
• Communicate effectively with warmth, sensitivity, humor, and understanding as they deal with administrative colleagues, teachers, students, alumni, parents, faculty, staff, and program associates.
• Possess a "service attitude" - willingness to be flexible to meet the needs of the department and school.