Administrative Assistant for Elementary School Division

The Administrative Assistant provides extensive administrative and logistical support to the Director of Elementary at Pilgrim School. The Administrative Assistant coordinates and communicates with faculty, staff, parents, students, and external contacts on a range of issues related to the work of the Early Education, Elementary, and Secondary Divisions.

Reports to the Director of the Elementary School.

Core Responsibilities:

• Work collaboratively in fostering a positive school climate that enhances community and the personal growth of students and faculty.
• Develop trusting relationships with students, families, and faculty.
• Manage calendars for Director, including scheduling appointments and meetings.
• With input from Division Director, maintain list of substitute teachers for all grade levels. Serve as the point person, as needed, in arranging substitute teachers.
• Manage logistics for teachers in planning field trips, including arranging transportation, and ensuring relevant check requests are submitted in a timely manner with the Business Office.
• Partner in managing the use of school vans for extra-curricular activities, sports, community service events.
• Serve as the point person for coordinating the outgoing Student admissions process, including communicating with all constituents, gathering all materials (recommendations, transcripts, scores), and submitting before specific school deadlines.
• Assist the Dean of Faculty/Curriculum in registration for conferences and workshops, including assist in arranging travel and lodging arrangements.
• Inform relevant employees of the hourly payroll schedule, and submit timesheets for all hourly employees and substitute teachers to Human Resources.
• Work closely with the Facilities Department to ensure consistent communication about maintenance needs on campus as they arise, and for special events.
• Coordinate and complete large mailings for Director, including but not limited to semester reporting and all end of year mailings.
• Provide logistical support to Director for special events, including documenting RSVP’s, ordering and organizing needed supplies, and coordinating with the Business Office and Catering.
• Coordinate book and supply orders for all grades, including coordinating with business office for all summer orders, managing inventory, and distributing books and supplies to teachers.
• Work closely with the business office to ensure that reimbursements, PO requests, and expenditure requests are completed in a timely manner for faculty, staff, and outside vendors.
• Maintain the visitor calendar and coordinate with Security for any last minute visitors or vendors to campus.
• Create signup links and manage appointments for Elementary Parent-Teacher Conferences, including providing email reminders to parents, welcoming parents upon arrival, and providing support to faculty to keep conferences running smoothly.
• Assist Director with weekly slides that go to faculty to send home with weekly newsletters.
• Other duties as assigned.

Candidates for this position must have prior school experience, possess strong organizational skills, be detail oriented, and have the ability to multitask in a fast paced environment. The candidate should be a self-starter that is able to work independently within the parameters of daily assigned projects.

The candidate will be in regular contact with school administrators, parents, students, faculty, and guests and must be able to communicate professionally using tact and judgment. Furthermore, he or she will correspond with all of the above using email; strong writing skills are required. A sense of humor and a calm temperament are highly desirable; being comfortable with commotion and rapidly changing goals is necessary.

Pilgrim School relies on technology thus this individual must be comfortable with Mac based technology, Microsoft Office, and Google suite. Some design work may be required so an artistic or creative skill set is desirable.

This position requires someone who is punctual, flexible, with strong interpersonal skills. He or she must be able to maintain a high level of confidentiality and discretion.

Details:

Full time Monday-Friday; some evenings and weekends with advanced notice

Salary range $20-$32 per hour plus benefits

Legal holidays off; sick time; vacation paid

BA/BS required

About Pilgrim School: Pilgrim School is a co-educational day and boarding school for students 2 years old through 12 grade. We are located in Koreatown, just outside downtown LA on the campus of First Congregational Church of Los Angeles. Pilgrim School is dedicated to excellence and the creation of a diverse staff that best represents our student body and the city of Los Angeles. Information about our school can be found at www.pilgrim-school.org

To apply please submit your cover letter and your resume to Dr. Sheryl Cohen, Director of Elementary at scohen@pilgrim-school.org.

Job Type: Full-time

Pay: $20.00 - $32.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Bachelor's (Required)

Work Location: In person