Divisional Administrative Assistant

Job Description

Summary

The Albuquerque Academy is seeking an individual for the position of Divisional Administrative Assistant. This position is responsible for performing administrative support duties for the Division Head, faculty, staff, students, and parents. Responsibilities include fielding calls, scheduling meetings, making appointments, preparing reports, providing customer service, and receiving and directing visitors. The Administrative Assistant also handles word processing, filing, and the maintenance of accurate daily attendance records. Strong candidates are attracted to our mission and are eager to work with young, and they see themselves as engaged community members.

All employees at Albuquerque Academy approach their work in accordance with the values in our mission and in a spirit of kindness, professionalism, generosity, and civility to all members of the community. Our community norms, listed below, underlie our school culture, and all community members are expected to commit themselves fully to them.

• Value and respect the diverse contributions of each person in the community.
• Assume positive intent and inquire if you are left with questions or concerns.
• Engage in face-to-face direct conversations; be clear, open, and honest in your conversations.
• Be present and participate.

Albuquerque Academy seeks to maintain a diverse and energetic staff to work on campus. We encourage applications from groups traditionally underrepresented in independent school communities. The position is open until filled, and applicants are asked to submit a letter of interest and resume along with their online application. Please explain why Albuquerque Academy is the right fit for you and detail your passion for the position.

Essential Functions

• Provide administrative support for the Division Head.
• Maintain the Division Head’s electronic calendar.
• Provide customer service for students, parents, and members of the greater Albuquerque community.
• Provide occasional administrative assistance to the Dean(s) of Students and faculty.
• Prepare and distribute communication to the community (Pod bulletins, Welcome Back letters, New Student letters, etc.). 
• Collate and e-mail daily attendance to the division.
• Receive and deliver student messages from parents, faculty, staff, etc.
• Locate and retrieve students from class who are being signed out of school.
• Deliver daily messages and passes to students.
• Prepare, distribute, and file miscellaneous forms and paperwork.
• Maintain student permanent files and discipline files. Log and keep track of electronic device offenses.
• Manage correspondence via academic review letters, discipline letters, attendance letters, letters of concern, general information (divisional) letters to parents, and memos to faculty.
• Arrange and coordinate important school events such as New Student Orientation, 6th Grade Ice Cream Social, 8th Grade Orientation, Parents’ Night, Awards Ceremonies, new student visits during the fall and spring semesters, Senior/Faculty Luncheon, Senior Project Showcase Dinner, and Commencement.
• Answer the main AA switchboard phone line and forward calls as needed.
• Perform occasional committee work.  
• Administer parent mailings.
• Maintain confidentiality.
• Support the school and its mission, always maintaining a high degree of professionalism.
• Prioritize the importance of routine daily tasks alongside tasks that arise throughout the day.
• Foster and maintain a culture of mutual respect, equitable practice, and joy. 
• Demonstrate cultural competence and communicate and collaborate effectively across differences.

Other Responsibilities

• Welcome and direct guests and visitors.
• Prepare and reconcile monthly AA business card expense reports for self and the Division Head.
• Prepare & maintain bulletin boards.
• Run forms for the upcoming school year, including those for sign-in, daily absences, messages, and passes.
• Assure all emergency records are in by the first day of school.
• Coordinate, enter in computer, and post adviser/family head selections.
• Prepare systems and divisional distribution lists; enter, update, and maintain accurate records and distribution lists in Veracross.  
• Create locker assignments, lists, and labels.
• Proctor math placement testing, as requested.
• Straighten and tidy common areas (lounges, campus lobby, etc) before special events.
• Prepare and assign nameplates for classrooms, offices, and mailboxes.
• Attend employee meetings as needed.
•  Perform other duties as assigned.

Job Qualifications

Education

• A high school diploma or equivalent is required.

Experience

• Minimum three years of experience in secretarial, clerical, or accounting office work is required, preferably in a school setting.

Knowledge/Skills/Abilities

• Excellent written and oral communication abilities.
• Ability to adapt to new systems and procedures.
• Ability to get work done accurately and expeditiously.
•  Attention to detail and accuracy.
• Knowledge of and skill with computers, Microsoft Office Suite, and Google Workspace
• Knowledge of copiers, printers, fax machines, etc.
•  Writing and proofreading skills, including a comprehensive knowledge of spelling, punctuation, and grammar.

Special Requirements

• Must be legally authorized to work in the United States.

Working Environment

• Majority of work is performed in an indoor office setting on campus.
• Work hours are generally from 8 a.m. to 4:30 p.m. Monday through Friday with occasional evening and weekend commitments (new student orientation, parent night, etc.)

Physical Demands

• Prolonged sitting and computer use.

EEO/ADA Compliance

Albuquerque Academy is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Academy will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.