Job Descriptions:
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.
Required Experience:
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. (My Calendar, School Calendar, At-a-Glance Calendar)
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
Ordering office supplies, books, materials, etc.
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
Associate's degree
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
General indoor school environment
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.
Keyword: Administrative Assistant, Administrative
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 (https://www.blakeschool.org/about/mission-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
From: The Blake School
