Upper School Administrative Assistant

Oak Hall School is seeking an Administrative Assistant for our Upper School (Grades 9-12), to serve as the initial point of contact for students, families, and faculty in our school community. Providing both a warm and professional welcome, and vital support services, the Administrative Assistant plays a central role in supporting the needs of many constituents in our school community. These include: Support the mission of Oak Hall School in all aspects of student and family engagementCheerfully and professionally greet and assist parents and visitors; check in all visitors using Raptor security systemProvide clerical and administrative support for Upper School Administrators Support operator for the school's multi-line phone system; cheerfully answer and direct calls appropriately, provide accurate information and assistance to callers; take messages for staff and students (according to policy)Serves as Security emergency contact for USCoordinate and schedule substitute teachers as neededMonitor and ensure accurate recording of leave requests for all US faculty and staff absences in Paycom In collaboration with the Director of the Upper School and the Marketing and Communications team, produce and disseminate communications as needed for the US Sort and distribute Upper School incoming mail; prepare outgoing mail, dailyExecute student attendance procedures accurately and timely, dailyComplete the Upper School lunch order accurately and timely, dailyManage the Student Sign-in/out register, dailyPrepare the daily announcements, daily by close of business the previous day Distribute school approved first-aid/OTC medicines to students, and log appropriatelyComplete and submit all Upper School injury Insurance claim forms and parent letters, daily as neededProvide clerical and administrative support to the Upper School team, as neededMaintain Upper School student files and cumulative folders, as neededMaintain Veracross database for Upper School students and Faculty, as neededRespond to all outgoing student records requests, initiate records requests for incoming students Maintain and replenish Upper School office supplies and copier supplies, as needed Order supplies for and produce student awards; posting award lists, order and update permanent plaques, etc.Assist in compilation of School Directory, annuallyContribute positively to staff and student morale; maintain a welcoming, positive, pleasant demeanor to all constituenciesBe a role model of integrity and professionalismMeet regular and predictable attendance requirements, including attending division and other school meetings, professional days, staff training, and other required eventsAdhere to School policies as described in the Employee Handbook and other materials Cheerfully embrace other duties as assignedMust be willing and able to maintain an unflappable, professional, and cheerful demeanorDemonstrate an attitude that exudes "How can I help you?"High school diploma or GED required, Bachelor's degree preferredExperience in similar administrative support position preferredExceptional people skills and phone etiquetteExcellent judgment and discretion in handling confidential informationMust be technologically savvy; proficiency in Microsoft Office Suite software is required along with the ability, willingness, and enthusiasm to learn and master new and emerging technologies in a short period of timeWell-organized, able to change work focus quickly and constantly throughout the day, as well as determine priorities with minimal supervisionAbility to ascertain which people may need immediate assistance and to act accordinglyExcellent verbal and written communication skills, including grammar and punctuationStrong attention to detailRegular and punctual attendance is requiredAbility to apply common sense understanding and to carry out instructions furnished in written or oral formAbility, willingness, and judgment to communicate professionally, cheerfully, and effectively with all constituents in a school environmentA high degree of professionalism, collegiality, and personal conduct both in and outside of schoolEnthusiasm and commitment to the vision and mission of the SchoolMust maintain an active cell phone and provide number to and accept calls/texts from school staffPhysical Requirements and Work Environment:Works in a busy often distracting environment dealing with a wide variety of challenges, deadlines and a varied and diverse array of contactsRegularly sit, talk, and hear and visually intercept visitorsAbility to occasionally lift 30 lbsRegularly uses close and distance visionAbility to actively circulate throughout the diverse campus environmentAbility to speak, hear, and visually and audibly locate students under their supervisionWorks at a desk and computer screen for extended periods of timeTurns, bends, reaches and may occasionally use a ladderWorks primarily in a traditional climate controlled office environment Oak Hall is proud to offer a comprehensive employee compensation package, including a competitive salary, health and wellness benefits, paid time off, and generous retirement plan options to benefits- eligible employees.Oak Hall School is committed to the principle of equal opportunity in employment. It is Oak Hall's policy to provide equal employment opportunities and administer terms and conditions of employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, pregnancy, genetic information, marital status, or other legally-protected characteristic in accordance with applicable federal, state, and local laws.This employer participates in E-verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the US. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-verify once you have accepted a job offer and completed the Form I-9.