Lower School Administrative Assistant

Sacred Heart Greenwich; Greenwich (CT); On-site; USD 40,000 - 70,000; Full time

Job summary

An established educational institution is seeking a dedicated Lower School Administrative Assistant to provide essential administrative support. In this role, you will create a welcoming environment, manage office operations, and assist in communication with students and parents. This position offers an opportunity to be part of a nurturing community that values education and personal growth. If you are organized, detail-oriented, and passionate about supporting young learners, this role could be a perfect fit for you. Join a team committed to empowering students and fostering a collaborative atmosphere.

Qualifications

• 3+ years of relevant experience in administrative roles, preferably in a school.
• Excellent written and verbal communication skills are essential.

Responsibilities

• Manage phone calls and engage with students, faculty, and parents.
• Support the Head of Lower School with daily administrative tasks.

Skills

Administrative Skills

Time Management

Communication Skills

Organizational Skills

Interpersonal Skills

Proficiency in Google Suite

Education

Bachelor's Degree

Tools

Google Docs

Google Sheets

Google Calendar

Blackbaud

Job description

Sacred Heart Greenwich has been empowering girls and young women since 1848 in a stimulating and developmentally appropriate educational environment in accordance with the Goals and Criteria of a Sacred Heart education. This mission provides opportunities to develop spiritual, cognitive, social, emotional, and physical skills. Sacred Heart Greenwich integrates technology into the learning process through enhanced collaboration, exploration, discovery, and creativity.

We aim to form students of faith, intellect, and awareness who will use their gifts to serve others. Relationship and mentoring are at the heart of the student experience, which is grounded in student centered learning, inquiry, problem solving, interdisciplinary connection, collaboration, and an understanding of social justice. Student leadership and well-being are connected to every academic discipline, as all full-time teachers are also grade level advisors.

The school offers a coed program for young children at the Barat Center for Early Childhood Education and then an all-girls experience from K-12 on our 110-acre campus in Greenwich, Connecticut. We are proudly part of the Network of Sacred Heart Schools.

We are currently seeking a Lower School Administrative Assistant for the 2025-2026 academic year with a July 1 start date.

Position: Lower School Administrative Assistant
Reports to: Head of Lower School
FLSA Status: Non-Exempt, 12 Month Employee

Job Summary:
The Lower School Administrative Assistant is responsible for providing a wide variety of highly responsible, confidential and complex administrative duties for the Head of Lower School. This includes planning, organizing, and overseeing the administrative functions of the Lower School office; and providing information and assistance to students, parents, faculty, and staff in a way that is in accordance with the Goals and Criteria of Sacred Heart.

Essential Functions:

• Create a welcoming and organized office environment for the Lower School community.
• Embrace and effectively communicate the mission, vision, and philosophy of the Goals and Criteria of Sacred Heart.
• Enthusiastically interact with all members of the SHG school community, exhibiting flexibility in thought and action.
• Demonstrate an ability to multitask with attention to detail and organization.
• Exhibit a calming, confident, and inspiring presence in support of faculty and other community members.
• Enthusiastically model and exemplify the behaviors and positive attitudes expected of all members of the SHG community.
• Develop and maintain effective working relationships with all faculty and staff members.

Duties and Responsibilities:

• Act as the primary receptionist for the Lower School Office, managing phone calls and engaging with students, faculty, parents, and visitors.
• Support the Head of Lower School with daily administrative tasks, including scheduling meetings, digital filing, and making photocopies.
• Develop and implement systems that enhance the efficiency of the Lower School Office.
• Oversee purchasing of supplies and furniture, maintain budgetary records for the division, and collaborate with the Business Office and Facilities teams as necessary.
• Maintain and update all Lower School lists, including class lists, faculty lists, class parent contacts, faculty birthday lists, student birthday lists, etc.
• Prepare and manage student files and records, including transcripts.
• Prepare and distribute essential mailings throughout the school year, such as student postcards to start the year.
• Organize and prepare monthly Green Ribbons certificates and ribbons.
• Manage daily attendance records and process daily change of departure submissions for all Lower School students.
• Compile and organize information for the weekly parent newsletter to share with the Head of Lower School and the Marketing team by Wednesday each week.
• Compile and organize information for the weekly faculty “Looking Ahead” newsletter to share with the Head of Lower School by Thursday each week.
• Coordinate, screen, and maintain a list of substitute teachers for faculty.
• Arrange both scheduled and last-minute substitute coverage daily, requiring availability by phone in the evening and morning.
• Facilitate the setup, room reservations, and food orders for division-wide meetings and events, such as Chapel/Gatherings, Back-to-School Night, and Parent-Teacher Conferences.
• Collaborate with the Assistant Head of Lower School to coordinate after-school activities (Tiger Times) across three sessions (fall, winter, and spring), including processing contracts, advertising activities, reserving spaces, collecting enrollment forms, processing fees using Diamond Mind, creating a master list of activities, sending confirmation notices to parents, and managing daily communications through emails and voicemails.
• Organize the Extended Day program, including staffing, processing contracts, planning the calendar, billing parents monthly, and hiring substitutes as needed.
• Set up Blackbaud for report card processing and distribute report cards.
• Plan and execute the Lower School faculty Christmas party and end-of-year celebration.
• Complete special projects as assigned by the Head of Lower School, including back-to-school gifts and Teacher Appreciation Week initiatives.
• Perform additional related duties as assigned to ensure the smooth and effective operation of the Lower School office.

Qualifications:

• Bachelor's Degree or equivalent knowledge and experience.
• 3+ years of relevant experience, preferably in a fast-paced school environment.
• Proven experience in administrative roles or as an assistant.
• Knowledge of office management systems and procedures.
• Excellent time management skills with the ability to multitask and prioritize work effectively.
• Excellent written and verbal communication skills.
• Strong organizational and planning abilities.
• Proficiency with technology, including Google Suite (specifically Google Docs, Sheets, and Calendar).
• Strong judgment and discretion regarding confidential information.
• Strong interpersonal skills and a high level of customer service.
• Appreciation for children and young adults and the impactful role of educational institutions in their lives, families, and communities.

As members of the international network of Sacred Heart schools, we are committed to attracting and retaining faculty with a passion for teaching who demonstrate an active faith, practice a deep respect for intellectual values, promote social awareness, build community, and value personal growth and responsibility. We seek faculty who are committed to all-girl education and who will draw upon current research to maximize student learning. Sacred Heart Greenwich is an Equal Opportunity Employer and welcomes candidates who will enhance the diversity of our community.

Application Procedure:

Please apply online at https://www.shgreenwich.org/about-us/employment.