Office Coordinator and Assistant to the Deans
Office Coordinator and Assistant to the Deans
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Job Description
Job Details
Description
About Lick-Wilmerding High School
A private school with a public purpose LWHS develops the head heart and hands of highly motivated students from all walks of life inspiring them to become lifelong learners who contribute to the world with confidence and compassion.
At Lick our treasures are our students faculty staff and familiesour people. Collegiality and camaraderie are rich in our community and we pride ourselves on providing opportunities for our community members to lead and be led by each other. We offer highly competitive compensation packages complete with comprehensive benefits and robust progressional development opportunities.
We are a community that values student-centeredness inclusivity and lifelong learning. We are actively committed to Equity Inclusion and Belonging which we acknowledge is iterative and imperative work. As a community we are constantly learning and applying lessons learnt to improve the quality of the student experience and the well-being of all our community members.
Position Summary:
The Office Coordinator and Assistant to the Deans plays a key role in ensuring the smooth daily operations of the schools front office while providing essential administrative support to the Dean of Students Dean of Teaching and Learning and Dean of Faculty. Additionally the role supports a wide range of school events coordinates faculty substitute coverage assists with student attendance tracking and oversees calendar management and internal logistics. The ideal candidate is highly organized detail-oriented and thrives in a dynamic student-centered environment.
Key Responsibilities
Office Coordinator Responsibilities:
- Answer and route incoming telephone calls in a pleasant and informed manner.
Greet all visitors warmly and professionally ensuring compliance with school policies and procedures. - Manage room reservations and scheduling systems.
- Sort and distribute daily mail; receive and send out packages.
Ensure the proper functioning of the schools fax machines copiers telephone system postage machine water dispensers and faculty lounge coffee machine; arrange service and repairs as needed. - Maintain and update the schools internal contact list (email and phone extensions).
- Keep the faculty/staff lounge and teacher copy rooms clean and organized.
- Meet weekly with the Director of Facilities to review upcoming events and ensure proper setup and coordination.
- Arrive punctually and be prepared for each school day.
- Other duties as assigned.
Administrative Assistant to the Deans Responsibilities:
- This position will report to the Dean of Students and will also support the Dean of Teaching and Learning and Dean of Faculty.
- Provide direct administrative support to the Deans assisting with scheduling communications and logistics.
- Support the planning and execution of key school events including:
- New Faculty/Staff Orientation
- Freshman Parent Orientation
- Back-to-School Night
- Picture Day
- Freshman Orientation
- Freshman Retreat
- Senior Retreat
- Assist the Dean of Students with organizing student activities and events.
- Create student locker assignments prior to the start of each academic year.
- Monitor and record daily student attendance tardiness and anticipated absences (e.g. field trips athletic events) via email and voicemail; enter data into the Student Information System.
- Maintain the school calendar in Google Calendar coordinating closely with the Dean of Teaching and Learning.
- Coordinate and manage substitute coverage for faculty absences ensuring appropriate classroom supervision and minimal disruption to the academic schedule.
- Coordinate on-campus interviews for prospective employees managing visit dates schedules and itineraries.
- Attend faculty/staff and community meetings as required.
- Other duties as assigned.
Qualifications
Job-Specific Qualifications:
- Bachelors degree or equivalent work experience in administrative support education or a related field.
- Prior experience in a school or educational setting strongly preferred.
- Demonstrated ability to work with individuals from diverse backgrounds and identities.
- Strong attention to detail and ability to anticipate needs and follow through on tasks independently.
- High level of discretion and professionalism when handling confidential information.
Willingness to give and receive constructive feedback and engage in continuous learning and growth.
Ideal Candidate Will Bring:
- A commitment to creating a welcoming inclusive and student-centered school environment.
- Proven experience in office coordination administrative support or school-based operations.
- Strong organizational and problem-solving skills with the ability to manage multiple tasks and deadlines efficiently.
- Excellent interpersonal and communication skills with a focus on building positive relationships with students faculty staff families and visitors.
- A proactive flexible and team-oriented mindset with a dedication to supporting school community needs.
- Comfort with learning and using technology systems such as student information systems scheduling platforms and Google Workspace.
- A collaborative spirit and a deep sense of responsibility for maintaining a professional efficient and inclusive front office.
Required Experience:
IC
Employment Type
Full-Time
