Assistant to Upper School Division Head

The-Harker-School; San Jose (CA); Sur place; USD 60 000 - 78 000; Plein temps

Résumé du poste

The Harker School seeks an experienced Administrative Assistant to support the Head of Upper School. This full-time, 12-month role coordinates calendars, communications, events, and daily operations, serving as a primary liaison with students, families, faculty, and staff.

The ideal candidate has a Bachelor's degree and 3–5 years of administrative experience, preferably in a school setting, with strong organizational and communication skills and a professional, confidential demeanor.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 3–5 years of progressively responsible administrative experience, preferably supporting a senior-level leader.
• Previous experience in a school or educational environment strongly preferred.

Responsabilités

• Provide executive and administrative support to the Head of Upper School, including calendar management, scheduling, meeting coordination, and correspondence.
• Organize priorities, track deadlines, and manage recurring administrative duties.
• Prepare documents, presentations, and reports while handling confidential information with discretion.
• Maintain Upper School communications, collaborate with departments, and support school-wide initiatives.

Connaissances

Organizational skills

Project management

Communication

Discretion

Initiative

Team collaboration

Adaptability

Attention to detail

Tech savvy

Formation

Bachelor's degree

Outils

Microsoft 365

Google Workspace

Description du poste

The Harker School seeks an experienced, highly organized, and personable Administrative Assistant to the Head of Upper School, preferably with prior school experience, to provide high-level administrative and operational support to the Upper School Division Head.This full-time, 12-month position serves as an important liaison between the Upper School office and the Harker community.Work Schedule: Monday–Friday, 7:30 a.m.–4:30 p.m., with a one-hour unpaid lunch break.The Administrative Assistant provides direct support to the Head of Upper School while overseeing the multifaceted administrative functions and daily operations of a thriving Upper School campus. Responsibilities include executive scheduling, communications, event and project coordination, financial administration, calendar management, and general office operations. As a central point of contact for students, parents, faculty, staff, and administrators, the Administrative Assistant plays an essential role in fostering an organized, welcoming, and efficient office environment.Each day brings new opportunities to learn, collaborate, and engage in creative and innovative ways within our diverse school community. Success in this role requires the ability to develop positive, professional, and friendly relationships with students, parents, faculty, and staff.The ideal candidate combines a proactive, problem-solving mindset with exceptional organizational skills, attention to detail, and a demonstrated ability to manage multiple priorities. This individual enjoys working with students and educators, anticipates needs, exercises sound judgment, and brings professionalism, warmth, and enthusiasm to their daily interactions.We are guided by our institutional Values in Action:Greet cheerfullySeek to understandLean inDiscover dailyMake a differenceAll with honor and integrity.Education and ExperienceBachelor's degree or an equivalent combination of education and relevant professional experience.3–5 years of progressively responsible administrative experience, preferably supporting a senior-level leader.Experience coordinating projects, events, programs, or administrative operations.Previous experience working in a school or educational environment strongly preferred.Knowledge, Skills, and AbilitiesExceptional organizational skills, attention to detail, and ability to manage competing priorities and deadlines.Strong project management, planning, and problem-solving abilities.Excellent written, verbal, and interpersonal communication skills.Demonstrated professionalism, discretion, and sound judgment when managing sensitive or confidential information.Ability to anticipate needs, take initiative, and work independently while contributing effectively to a collaborative team.Ability to prioritize and manage multiple responsibilities in a dynamic, fast-paced environment.Flexibility, adaptability, and composure when responding to changing priorities and unexpected situations.Ability to establish and maintain positive, professional, and friendly relationships with students, parents, faculty, staff, and administrators.Proven ability to balance independent problem-solving with accurate, detail-oriented work.Proficiency in Microsoft 365, Google Workspace, and other productivity and collaboration tools.Ability to quickly learn and effectively utilize school-specific systems and technology platforms.Genuine interest in working with and supporting students, educators, and the broader school community.Demonstrated commitment to supporting The Harker School's mission of equity, diversity, and inclusion.Essential Duties and ResponsibilitiesExecutive and Administrative SupportProvide comprehensive administrative support to the Head of Upper School, including calendar management, scheduling, meeting coordination, and correspondence.Organize priorities, track deadlines, coordinate follow-up items, and manage recurring administrative responsibilities.Prepare presentations, meeting materials, reports, correspondence, and other documents.Respond to requests and correspondence in a timely and professional manner.Exercise discretion and sound judgment when handling confidential or sensitive information.Anticipate needs, troubleshoot challenges, and independently resolve routine administrative and logistical matters.Upper School Operations and CommunicationsServe as a primary point of contact and liaison for students, parents, faculty, staff, administrators, and visitors, providing information and assistance in a welcoming and professional manner.Support daily office operations and maintain efficient administrative processes.Draft, prepare, and distribute communications to students, parents, faculty, and staff.Maintain accurate and current information across Upper School schedules, webpages, shared resources, and internal systems.Collaborate with other departments and administrative teams on school-wide initiatives and operational needs.Foster a positive, organized, and welcoming environment within the Upper School office.Event and Project CoordinationPlan and coordinate major Upper School events, including Back to School Day, conferences, faculty and parent events, senior activities, awards ceremonies, Baccalaureate, and graduation.Oversee event logistics, schedules, timelines, materials, communications, and coordination with participating departments.Develop and maintain project plans, timelines, and organizational systems to ensure successful execution of events and initiatives.Track project progress, deadlines, and responsibilities to ensure tasks are completed accurately and on time.Support additional Upper School programs, events, and special projects as assigned.Calendar and Scheduling ManagementManage and maintain the Upper School calendar, bell schedules, special schedules, and long-range event planning.Communicate calendar and scheduling information accurately and effectively to the school community.Participate in school-wide calendaring efforts and collaborate with other divisions and departments to identify and resolve scheduling conflicts.Maintain long-range planning information for recurring Upper School events and programs.Financial AdministrationManage routine financial processes, including credit card reconciliation, invoices, purchase orders, and reimbursements.Maintain and monitor the Upper School office budget and related documentation.Support financial administration for Upper School programs, events, and activities.Ensure financial records and transactions are accurate, organized, and processed in accordance with school procedures.Additional Duties and ResponsibilitiesCollaborate with other departments to support school-wide programs and initiatives.Participate in meetings, planning activities, and special projects related to Upper School operations.Provide additional administrative and operational support as needed.Perform other duties and responsibilities as assigned by the Head of Upper School.Working ConditionsThe position is primarily office-based and requires frequent computer use and regular interaction with students, faculty, staff, parents, and visitors. The Upper School office is an open and active environment where individuals frequently seek information and assistance. The successful candidate must be comfortable managing interruptions, responding to changing priorities, and maintaining professionalism in a busy school setting.Occasional evening and weekend work may be required to support school events and activities, including graduation, Baccalaureate, and other Upper School programs. Overtime will be compensated in accordance with applicable wage and hour laws.Our MissionOur mission is to educate students for success at college and beyond and to foster kindness, respect and integrity within a safe and nurturing environment. We achieve academic excellence through the development of intellectual curiosity, personal accountability and a love of learning. Our comprehensive program and exceptional faculty and staff help students discover, develop and enjoy their unique talents. We honor individuality, embrace diversity, and promote leadership and service, preparing students to take their place as global citizens.CompensationPay for this position is determined according to The Harker School's established pay scale and is based on relevant education and experience, as evaluated by the Human Resources Department. The posted pay range reflects the full pay scale for this position. While the maximum rate is included for transparency, most new hires can expect to fall within the lower to middle portion of the pay scale based on their qualifications and experience.