Administrative Assistant to the Assistant Head of School

Academics Department -- Full Time
March 3, 2022
Job Type


Saint Mary’s School is an independent, Episcopal, college-preparatory, boarding and day school for girls in grades 9–12. The School is the fourth oldest girls’ boarding and day school in the country.  The School is located on a beautiful 23-acre campus which is within walking distance to many restaurants and attractions of downtown Raleigh.  Raleigh-Durham, NC is ranked as one of the best places to live in the United States by US News & World Report.

Saint Mary’s School is currently searching for an Administrative Assistant to the Assistant Head of School to work on our beautiful historic campus.  This exceptional location is in the heart of downtown Raleigh in a gated campus with 24/7 security.

The Administrative Assistant will report to and support the Assistant Head of School, providing administrative support for the student experience departments of the School and creating the conditions that contribute to successful operations of the Student Experiences Department. The Student Experiences Department encompasses Academics, Athletics, Chaplain’s Office, College Counseling, Counseling Services, Health Center, Learning Support Services, Library, Registrar’s Office, and Student and Residence Life.

Essential Duties and Responsibilities:

  • Manages the Assist Head’s multifaceted schedule and provides administrative support to the Assistant Head and others as directed, including scheduling appointments, updating standing meetings, and contacting parents and students; evaluates, anticipates, and prioritizes the needs and operations of the Assist Head’s office;
  • Maintains student records in Veracross, entering data as needed and keeping faculty and advisors informed of issues that require follow-up;
  • Creates finished documents from notes or outlines, including letters, memos, project summaries, reports, meeting agendas, meeting minutes, spreadsheets and presentations;
  • Coordinates and schedules meetings, meeting rooms and required equipment for meetings;
  • Creates and maintains filing systems and files for the department, both electronic and physical;
  • Processes business office documents for the department (expense reports, check requests, invoicing); processes personnel forms for the department according to school policy, including attendance and leave forms;
  • Schedules substitutes for planned teacher absences, may assist with finding substitutes for unscheduled teacher absences;
  • Maintains various academic files and records; prepares or assists in preparing forms and materials related to faculty and curriculum; prepares or assists in preparation of academic documents and statistics related to the academic program for internal and external purposes including accreditation and compliance with state regulations;
  • Maintains the budget to ensure budget accuracy and success;
  • Assists with maintenance of Naviance/Family Connection website;
  • Maintains accurate lists of staff and takes staff attendance during fire/emergency drills;
  • Assists in planning other emergency drills;
  • Prepares minutes from meetings as requested;
  • Coordinates or assists with key campus events as they arise;
  • Serves as a member of the Reception Coverage Team with some periodic lunch coverage and vacation and sick leave coverage for front desk receptionist;
  • Maintains an adequate supply of materials for the department;
  • Assists with hiring in the department, manages correspondence with applicants, organizes interview schedules, and assists with travel arrangements for candidates;
  • Contributes positively to employee morale; maintains a positive, pleasant demeanor to all constituencies; provides positive encouragement to students;
  • Easily interacts with adolescent girls and provides positive encouragement to students;
  • Possesses facility for building relationships with the faculty and staff, students, parents, and other key constituents by exhibiting the ability to approach and resolve challenging situations positively;
  • Upholds the strictest confidentiality in all matters ensuring integrity, respect, and confidence in the Assistant Head’s office, keeping the Assistant Head apprised of necessary situations; and,
  • Perform weekend and night responsibilities to support the life of the residential community and the academic program as required by your position or requested by your manager/supervisor.

This job description in no way states or implies that these are the only duties to be performed by an employee in this position. Employees are required to follow other job-related instructions and to perform other job-related duties requested by those authorized to give instructions or assignments.

Qualifications:  The Administrative Assistant should:

  • Support the mission of Saint Mary’s School;
  • Exercise sound judgment, discretion, strong listening skills and absolute confidentiality;
  • Communicate effectively, diplomatically, and with confidence when interacting with faculty, staff, students, parents, and other constituents;
  • Maintain professional and technical knowledge by seeking additional training, attending educational workshops, and reviewing professional publications and resources pertaining to your position; and,
  • Proficient with technology including the ability to remain current with contemporary and emerging technologies.

Additional qualities:

  • Associate Degree, Bachelor’s degree preferred, in business or related field and minimum of 5 years of administrative support experience or any appropriate combination of education and experience;
  • Strong organizational skills and the ability to multi-task and meet deadlines;
  • Demonstrate flexibility and adaptability to succeed in a varied, changing, fast-paced environment;
  • Apply common sense understanding and carry out instructions furnished in written or oral form;
  • Ability to ascertain which people may need immediate assistance and to prioritize accordingly;
  • Initiative, problem-solving skills, attention to detail, positive attitude, and sense of humor;
  • Ability and willingness to work an extended workday as needed with appropriate compensation;
  • Solid working knowledge of all MS Office applications with expertise in Word, Excel and PowerPoint;
  • Experience using institutional database platforms with expert knowledge of Veracross or similar platform preferred; and,
  • Excellent written and verbal communication skills.

Physical Requirements and Work Environment:

  • Works in a fast-paced environment dealing with a wide variety of challenges, deadlines and a varied and diverse array of contacts.
  • Works primarily in a traditional climate-controlled office environment spending extended periods of time at a desk on a telephone and/or in front of a computer screen.
  • Regularly sit, talk, hear and interact with students, parents, employees, and other constituents.
  • May work in varied extreme outside weather conditions during special activities and events.
  • Ability to sit or stand for extended periods of times.
  • Standing, bending, reaching, kneeling and moving about to coordinate work.
  • Ability to walk up and down three (3) flights of stairs daily.
  • Be able to occasionally lift up to 30 pounds.

Saint Mary’s School is an equal opportunity employer offering a competitive compensation and an excellent benefit package.  We cannot respond to every applicant regarding the status of his or her application.  Only those whose qualifications most closely meet our requirements will be contacted.

Saint Mary’s School is a drug-free workplace.  A background check satisfactory to the school is required.

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