Staff Position Administrative Assistant to the Head of Upper School

The Administrative Assistant to the Head of the Upper School is a full-time position reporting directly to the Head of the Upper. This position provides support to the members of the Upper School community including faculty administration parents and students.

Duties and Responsibilities:

• Complete tasks assigned by the Division Head which may include preparing draft communications for parents attending division meetings and maintaining the US schedule.
• Maintain schedules for the Division Head as well as the Upper School Directors and Deans.
• Maintain the upper school substitute spreadsheet.
• Manage any substitute teacher requests to ensure all classes are covered and report substitute pay to HR.
• Become familiar with all US students parents and faculty members and maintain confidentiality and integrity at all times.
• Schedule US school events enter event setup requests and submit to the database for the school calendar. Attend weekly calendar meetings to stay abreast of upcoming events. Coordinate with other departments on large events and provide support to parent reps for all functions.
• Update and correct US information in the database as needed.
• Prepare the Upper School credit card reconciliation track and process purchases and invoices for payment through Finance.
• Serve as triage for minor injuries and/or complaints and work closely with school nurses on health issues when needed.
• Coordinate family meetings guests to campus and placement testing for new students.
• Ensure updated paperwork is received from students and faculty each school year.
• Coordinate graduation activities and all aspects of ordering and preparing diplomas.
• Assist with the scheduling and arranging of job applicants visiting Potomacs campus.
• Chaperone events and assist with class trips as needed
• Manage the Student Driver spreadsheet collect signed forms and distribute parking tags.
• Coordinate with B&G to fix any building/maintenance issues in the US.
• Sort and distribute mail on a daily basis.
• Maintain and order all US supplies.
• Other duties as assigned.

• Bachelors Degree and a minimum of two years or related work experience.
• Knowledge of school processes and procedures preferred
• Strong organizational skills.
• Experience with computer applications including MS Office (Word Excel PowerPoint) Gmail Adobe Acrobat Veracross etc.
• Skilled in writing and preparing correspondence.
• Skilled in establishing and maintaining effective working relationships.
• Ability to communicate professionally and patiently in person over the phone and in writing.
• Ability to work under pressure identify problems and establish priorities.

In striving to fulfill its mission The Potomac School seeks candidates of diverse backgrounds who embody our core values of courage integrity humility perseverance and respect