Administrative Assistant- Infirmary

Hackley School seeks an Administrative Assistant for the School’s Infirmary to provide support to the School Nurse and to ensure the office runs effectively and efficiently. This is a twelve month position. The Administrative Assistant will understand and ensure office compliance with School policies and procedures as well as with local and state health department requirements. The Administrative Assistant will also make recommendations for improvements and develop workflow processes to improve office organization and productivity. The Administrative Assistant will be the primary point of contact for internal and external constituents and will provide excellent customer service and represent the office at a high level.

Reporting Structure

As part of Hackley’s Operations Team, the Administrative Assistant reports to the Director of Operations and Campus Planning, but works with daily oversight and direction from Hackley’s School Nurse. 

Specific Responsibilities

The Administrative Assistant’s responsibilities include, but are not limited to:

• Serve as the primary contact for the Infirmary.
• Provide clerical support for the School Nurse which may include calendar maintenance, meeting set-up and preparation, purchasing, file maintenance, and other organizational tasks for the office, as needed.
• Act as the primary administrator for the School’s immunization records system and annual Immunization Survey for the New York Department of Health. 
• Manage the office and the flow of students and employees visiting the Infirmary, supporting the School Nurse with student check-in and assisting with any situations, when necessary.
• Ensure all data is entered accurately and timely into the School’s medical records system. 
• Manage and update the School’s files of student records including monitoring required immunizations in student records and when needed, alert families of potential compliance issues and communicate the need for required medical forms. 
• Work collaboratively with Division Directors and others on campus to run reports for customized student groups and their relevant medical information - sports teams, field trips, allergens, etc. 
• Develop and maintain, in collaboration with Operations and Campus Planning, an annual calendar of monthly tasks and compliance requirements.
• Other duties as assigned.

Qualifications and Experience

• Bachelor's degree, required
• Proven administrative experience (3-5 years preferred)
• Demonstrated experience in successfully provide high level quality customer service
• Competent computer skills including knowledge of Microsoft, Google Suite, etc.
• First Aid/CPR/AED certified or willing to become certified upon employment.

Skills and Abilities

• Highly effective organizational, planning, and interpersonal skills
• Attention to detail and strong organizational, multi-tasking, and prioritizing skills
• Highly effective organizational, planning, and interpersonal skills
• Demonstrates discretion and good judgment along with a high level of integrity and ethical standards
• An interest in and commitment to fully engaging in the Hackley community 

• Ability to maintain a professional and respectful relationship with all constituencies; willingness to listen, share ideas, think critically and grow professionally
• The ideal candidate embodies the school’s core values and models them for others. 

Salary and Benefits:

The compensation range for this 12-month staff hourly position is $27.00 - $32.00/per hour. Hackley School offers a comprehensive benefits package which includes a medical, dental and vision package; sick and vacation time; life insurance, AD&D and long-term disability insurance; flexible spending or health savings account; tuition remission; and the possibility of on campus housing.  This position is an on-campus position and is not eligible to work remotely at any time.

Interested candidates can complete the application here. 

Please include a resume and cover letter.

About Hackley School:

Hackley School is a nonsectarian coeducational K-12 independent school located in Tarrytown, NY. Hackley’s mission challenges its community to grow in character, scholarship, and accomplishment, to offer unreserved effort, and to learn from the varying perspectives and backgrounds in our community and the world. 

Founded as a boarding school in 1899, Hackley enrolls approximately 855 students, including about 30 five-day boarding students in grades 9-12.  Students experience joy in the classroom and make life-long connections with each other and with our dedicated faculty, 40% of whom reside on campus. Robust extracurricular programming on our 285-acre campus creates unique opportunities for each student to learn and grow beyond the boundaries of the school day. Hackley graduates have the knowledge and confidence to pursue their passions and the drive to make a difference.

Hackley’s four core values are Enter Here to Be and Find a Friend, United We Help One Another, Character Above Intellect, and Go Forth and Spread Beauty and Light.  

Learn more about Hackley at www.hackleyschool.org.