POSITION: Upper School Administrative AssistantDESCRIPTION: Assistant to the Upper School Director and liaison with Upper School Faculty & Staff (maternity leave)STARTING DATE: May 2026PRIMARY RESPONSIBILITIESResponsible for managing the Upper School Office:- Supporting the Upper School Director in their daily role- Preparing school materials for staff and students- Securing substitute coverage for teachers when absent from class due to illness, professional development, or other school business- Providing support for teachers with procedural matters- Purchasing educational materials, school supplies, etc., as needed throughout the school year- Reporting upper school staff attendance via BambooHRCALENDARS- Responsible for managing the Upper School Director’s calendar- Responsible for posting Upper School events on the US Calendar- Responsible for managing the ASM Master Calendar, posting school-wide events involving the use of shared facilities, and resolving conflicts- Responsible for processing facility use requestsBUDGET- Prepare and review budgeting instructions with all upper school department heads and teachers- Train staff in the use of the SAGE purchase component for budget preparation- Work closely with the Upper School Director in preparing budget allocations and purchase requests for Administrative needs- Work with local and European providers- Review and correct all upper school purchase requests submitted and prepare budget comparisons by departments for the US Director to review prior to approval- Process purchase requests once the school budget is approved- Process and distribute ISS and local shipment materialsOTHER- Coordination of Upper School Parent/Teacher Conference Day appointments held in October and February- Coordination of Upper School Open House in September- Updating of annual Upper School publications, including Student and Faculty Handbooks- Organization of annual ASM Substitute In-service to update and train ASM substitutes in school procedures and culture- Assist the NHS Sponsor in the preparation and distribution of NHS eligibility- Processing of Trimester Awards and organization of end-of-year Prize Day Awards Ceremony- Newsflash (Lancer) updates for the Upper School- Act as a source of information for the upper school community on school policy and procedures- Assist faculty, staff, and students as neededPREFERRED QUALIFICATIONS AND SKILLS- Experience and/or qualifications related to administrative work- A fluent speaker of English & Spanish- A high degree of technology skills- Highly collaborative- Efficient multi-tasker- Patience when dealing with colleagues, students, and parents- Effective problem-solverADDITIONAL INFORMATIONWorking hours: 8:00 a.M.
- 5:00 p.M. (Plus checking in the evening and early morning for possible communications from staff regarding last-minute absences that will need cover)#J-18808-Ljbffr