Front Desk Administrative Assistant - Upper School

Oregon Episcopal School seeks a Front Desk & Upper School Administrative Assistant to begin duties immediately. Interested candidates should submit a resume and cover letter addressed to Sarah Grenert-Funk, Assistant Head of School for Student Life & Head of Upper School.

OUR MISSION: Oregon Episcopal School educates students to realize their power for good as engaged citizens of the world.

ABOUT US: Founded in 1869, Oregon Episcopal School today occupies a wooded 59-acre campus where 880 students in Pre-K through 12th Grade share an excellent faculty, an inquiry-based curriculum, and a strong sense of community. The Upper School also includes a small boarding program of international and domestic students who live and learn together, enhancing the vibrancy of the school community. 

OES seeks and values employees who continually grow in their work practices. Teaching faculty engage in the Characteristics of Effective Teaching for their ongoing learning in service of students. All other employees engage in professional growth specific to their responsibilities. Together, faculty and staff create a vibrant and diverse community of lifelong learners.

As an Episcopal school, we are rooted in a rhythm of gathering and reflection that values and respects all beliefs and cultures. As such, we educate toward a larger purpose – toward inclusion and respect, service and justice, and commitment beyond ourselves. 

JOB SUMMARY: The Upper School administrative assistant is part of a team of two assistants that primarily supports the entire division.  This position reports directly to the Assistant Head of School for Student Life & Head of Upper School and works closely with faculty, staff, students, and parents every day. The successful candidate will be highly organized, tech-savvy, and an exceptional communicator with strong people skills. They will have a proven record of taking initiative, building systems that improve efficiency and effectiveness, collaborating with many constituents, learning by doing, attending to detail, and solving problems. The administrative assistant must be able to work independently, manage multiple priorities, and remain calm in stressful situations. Above all, the successful candidate will enjoy supporting adults and teenagers alike.

ESSENTIAL DUTIES:

All-School Front Desk Reception

• Serve as a first point of contact for students, families, faculty, and visitors, in person and by phone and email.
• Receive, direct, and assist all visitors and callers to the school and Upper School office.
• Background check visitors and transfer voicemails to the appropriate extensions.
• Coordinate incoming and outgoing daily mail and maintain the postage meter.
• Sort incoming mail and packages for distribution by the Facilities team.
• Update and distribute the telephone extension list each year.
• Maintain the reader board.

Office and Communications

• Serve as the final reader for all outgoing communications from the Upper School administration.
• Maintain the appointment calendar for the Assistant Head of School for Student Life & Head of Upper School, and coordinate meeting and appointment requests for other Upper School administrators and department chairs.
• Collaborate with other divisional admin assistants on the All School Calendar.
• Assist in the annual update of the All-School Handbook.
• Attend and support divisional meetings as needed.
• Provide administrative support to the Equity & Inclusion and Learning & Teaching departments.

Students and Records

• Support the Upper School attendance team.
• Support the collection, scanning, and tracking of all student forms, both digital and hard copy (emergency contact, trips, add/drop, driver, etc.).
• Manage and maintain student files in the school database, including requesting transcripts.
• Provide first aid and dispense medications to students, and coordinate with the school nurse on student health matters.

Operations and Events

• Oversee daily operational needs for the Upper School program.
• Collaborate with the other Upper School assistant and the administrative team to schedule, plan, and carry out Upper School projects and events, including Graduation, the division retreat, off-campus trips, meetings, and special assemblies.
• Coordinate event logistics, including room setup and catering orders.
• Maintain the US bell schedule, updating it for special schedules, assemblies, and events.
• Coordinate the substitute teacher process, including scheduling substitutes and providing materials and orientation on arrival.
• Process reimbursement requests, reconcile monthly credit card charges, and monitor expense reports.
• Manage office supply inventory and ordering.
• Submit facilities and repair requests to maintenance, and contact custodial for cleaning needs, supplies, and emergency spills.
• Support emergency preparedness, including drills and communication during campus emergencies.
• Communicate with emergency personnel, notify appropriate staff, direct emergency responders, and alert staff when emergency vehicles are on campus.
• Engage fully in school-wide DEI developmental activities.
• Perform other duties as assigned.

Requirements

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent.
• Three years of administrative assistant experience.
• Intercultural competence, ability to work with sensitivity and effectiveness with students, families, colleagues of diverse backgrounds and identities, demonstrated commitment to equity and inclusion for people of all backgrounds and identities.
• Digital literacy; intermediate to advanced proficiency in MS Office Suite, Google Docs/Sheets and other web-based applications; database and cloud storage solutions, such as Google Drive, ability to troubleshoot common hardware and software issues, and good understanding of data privacy principles, particularly in safeguarding student data and personal information.
• Video-conferencing experience, as appropriate to job duties; flexibility and  willingness to learn as digital tools evolve.
• Ability to pass a criminal background check.

PREFERRED QUALIFICATIONS:

• College degree.
• 5 years’ administrative assistant experience, especially in a school setting.

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Excellent interpersonal and communication skills, ability to work well on teams.
• Ability to maintain professionalism and a cheerful disposition in stressful situations.
• Strong business writing and editing skills.
• Ability to perform basic business math functions accurately.
• Ability to manage confidential information in compliance with the law and accepted best practice.
• Excellent organizational and prioritization skills.

PHYSICAL REQUIREMENTS: 

• Primarily office environment, ability to sit at computer and keyboard for substantial periods
• Mobility sufficient to move about the campus, to include climbing stairs.
• Sight and hearing adequate to perform the duties of the job, ability to  communicate clearly.
• Ability to lift and carry up to 25 pounds on an occasional basis.

Additional information

COMPENSATION: This is a full-time, year-round position that comes with a competitive hourly rate and a generous benefits package. 

Candidates should send a cover letter and resume to Sarah Grenert-Funk,  Assistant Head of School for Student Life & Head of Upper School through the OES Employment page at https://www.oes.edu/careers. 

Job descriptions are reviewed periodically and changes made based on the needs of the school and the position.

Oregon Episcopal School does not discriminate in its hiring or employment practices on the basis of race, color, religion, gender (including gender identity or expression), disability, national or ethnic origin, age, sexual orientation, marital status, genetic information, or other legally protected characteristic or status.