Administrative Assistant to the Associate Head of School

The Blake School; Hopkins (MN); On-site; USD 10,000 - 60,000; Full time

Job summary

An established industry player seeks an Administrative Assistant to the Associate Head of School. This full-time role is vital for supporting faculty recruitment, coordinating professional development, and managing the master calendar. Ideal candidates will possess strong organizational skills, effective communication abilities, and a knack for logistical coordination. Join a dynamic educational environment that values diversity and offers a chance to make a significant impact on the school community. This position promises a rewarding experience in a supportive and inclusive atmosphere, where your contributions will help shape the future of students and faculty alike.

Benefits

Travel and lodging costs covered for candidates visiting from out of town

Qualifications

• 5-7 years of successful administrative support experience required.
• Experience with Google Suite and Microsoft Office is essential.

Responsibilities

• Support faculty recruitment and coordinate professional development programs.
• Manage the master calendar and provide essential organizational support.
• Assist with administrative tasks for the Head of School’s office.

Skills

Organizational Skills

Communication Skills

Intercultural Competence

Logistical Acumen

Attention to Detail

Education

5-7 years of administrative support experience

Tools

Google Suite

Microsoft Word

Microsoft Excel

Veracross

Job description

Administrative Assistant to the Associate Head of School

The Blake School seeks to hire an Administrative Assistant to the Associate Head of School. This full-time, year-round role is central to school operations: supporting faculty recruitment, coordinating PK-12 professional development programs, managing the master calendar and providing essential organizational support under the direction of the Associate Head of School. Successful candidates will demonstrate logistical acumen, superb oral and written communication skills, intercultural competence and the ability to engage warmly and confidently with all community members and guests.

Blake is particularly interested in candidates who will enrich the diversity of identity, lived experience and thinking that makes our community strong and empowers us to engage across differences.

The search committee will begin reviewing applications on May 5th. Blake will pay for travel and lodging costs for candidates visiting from out of town.

Experience and Skills:

Faculty and Administrative Recruitment

• Placing ads and working with recruitment agencies for open faculty and administrative positions
• Processing applicant files in ATS for hiring managers’ review
• Training any new hiring managers on hiring processes
• Working with divisional and the Head’s offices to coordinate candidate visits to campus, which may include handling travel arrangements and reservations
• Maintaining the faculty and administrative job descriptions
• Assisting the Associate Head of School with the oversight of the recruitment budget

Master Calendar

• Acting as a point person and maintaining the Veracross master web calendar
• Working with the school’s administration in building the master calendar for future years
• Processing event planning forms
• Coordinating the calendar to make sure no major events conflict with another major event
• Working with the calendar team on the master calendar
• Preparing the monthly parent calendar for the communications department
• Providing calendar orientation for new employees on the faculty/staff portal.

Faculty & Staff Portal

• Acting as point person for Veracross event planners workspace; offering training and creating reports for all related departments
• Acting as point person for content management for faculty/staff portal

Professional Development

• Maintaining the application files for all grant and sabbatical applications (Plank Scholars Fund, Hersey, Donaldson and Lyons and Graduate Degree Program)
• Providing assistance for Blake’s professional development program including managing the summer curriculum grant process
• Tracking for the Juliet Nelson and Staff awards; processing award and nomination letters
• Ordering books and materials
• Assisting with summer reading programs and book groups
• Planning logistics for events, meetings, workshops, etc.
• Managing courses and attendance using Keep Certified program for faculty licensure

General Assistance

• Scheduling appointments and managing the digital Associate's Head of School’s calendar
• Assisting with correspondence, record keeping, etc.
• Processing and approving credit card transactions/budget requests and employee reimbursements
• Providing occasional administrative support to PK-12 department chairs
• Making travel arrangements as requested
• Training new department chairs/department members as part of the onboarding process
• Processing and approving PO process in Veracross

Administrative Support for the Head of School’s Office

• Providing clerical support—mailing, posting, copying and filing—for all in the Head of School’s office
• Answering the main phone line for the Head of School’s office
• Acting as backup to the executive assistant to the Head of School and assisting with projects
• Coordinating all-school employee events with the executive assistant to the Head of School
• Scheduling meetings, preparing materials and acting as recorder for the Board’s School Committee
• Compiling the Whom to Call list and Employee Committees list
• Ordering flowers and gifts for trustees, constituents and employees as needed
• Other duties as assigned

Minimum Qualifications

• 5-7 years of successful administrative support experience
• Experience with Google Suite, Microsoft Word and Excel (Windows)
• Superior organizational and communication (written and verbal) skills

Preferred Qualifications

• Ability to interact with all constituents in a friendly and professional manner
• Demonstrated intercultural competence
• Team-building orientation
• Logistical acumen and attention to detail
• Ability to work effectively with multiple and changing priorities
• Proudly represents the Head of School's office

Working Conditions

• In-person
• Work is generally sedentary but may require standing and walking for up to 20% of the time.
• Working environment does not generally include hazardous or unpleasant conditions caused by excessive noise, dust, etc.

Essential Physical Requirements

• Ability to lift up to 20 pounds
• Must be able to read, write and communicate in English

Pay Range

• $32.00-36.00 Hourly

This salary range includes the expected annual salary for this position. In making a salary determination, we consider professional experience, applicable qualifications and other job-related factors.

The Blake School is a pre-kindergarten through grade 12, co-educational, nonsectarian, independent day school enrolling 1,316 bright, talented students from nearly 56 Twin Cities-area communities. Founded in 1900, The Blake School has the advantage of facilities and campuses designed for specific developmental ages. Blake's mission is to engage students with a dynamic, academically challenging education in a diverse and supportive community committed to pluralism and a common set of values. Students pursue an integrated program of academic, artistic and athletic activities, preparing for college, lifelong learning and purposeful lives as community and global citizens. The school community is also guided by its Commitment to Pluralism and values.

The Blake School believes that a diverse society enriches all individuals and communities. Diversity of race, ethnicity, national origin, geography, religion, gender, affectional or sexual orientation, age, physical ability, and marital, parental or economic status forms the fabric of our society. As a result of these beliefs, The Blake School actively seeks students, families and employees who value and contribute to the fullness of a diverse community within the context of its mission. In doing so, we recognize our responsibility to help make each person's experience a success. EOE