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Elementary School Administrative Division Manager

Job Details

New Roads School - Santa Monica, CA

Description

Elementary School Administrative Division Manager

Starts July 1, 2024

The Elementary School Administrative Division Manager (ESADM) supports the Elementary school administrative team as well as students, and families. The ESADM reports directly to and provides excellent diplomatic, organizational, technical, and confidential administrative support for the Elementary School Director in all aspects of their/division work and works in collaboration with other administrators in the Elementary School. The ESADM is responsible for organizing, implementing, and managing systems for the overall daily operations of the Elementary School, while communicating the spirit and values of New Roads School and maintaining its unique climate and culture. The ESADM has a broad array of campus responsibilities, including acting as the point of contact for the community (including parents, students, faculty, staff, and the public) and is responsible for coordinating the flow of information among various teams on behalf of the Elementary School Director and the Elementary School.

In alignment with the school's Mission, Statement of Philosophy, and Commitments, the New Roads provides tools to participate intellectually, socially, politically, and morally, to read well and write clearly, to reason and to question thoughtfully, soundly, critically, and ethically, to invite and seek to understand contradictory and complementary perspectives, and to listen and and understand empathically.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Support:

  • Exercise discretion and maintain confidentiality in carrying out responsibilities; take initiative in problem-solving; independently handle sensitive situations using tact and diplomacy; use initiative to ensure matters requiring attention are handled in an appropriate and timely manner; and work effectively in stressful situations meeting expected deadlines;

  • Coordinate appointments/calendar for the Elementary School Director, anticipating and resolving scheduling conflicts and prioritizing pacing appointments.

  • Screen, take messages, and make phone calls for the Elementary School Director and diffuse and redirect issues when possible. This includes gathering all pertinent information for the Elementary School Director follow-up; directing messages to appropriate school personnel; providing updates on the status of important calls and initiating the appropriate follow-up in a timely manner.

  • Work with Elementary School Director, compose and edit correspondence, emails, presentations, speeches, and documents as needed and assigned (including Curriculum Guide, Personnel Handbook, Student/Parent Handbook, and school policies)

  • Maintain the master work calendar for the Elementary School operations and ensure that work is done in a way that facilitates organizational flow.

  • Anticipate and prepare information and materials needed by the Elementary School Director for various presentations.

  • Share pertinent information with the other divisions of the school.

  • Assist the Elementary School Director and administration in creating and implementing various reports.

  • Schedule and coordinate candidate visits, and other visitors for the Elementary School, including reservations for overnight accommodations and transportation.

  • Organize and attend (if needed) Elementary School faculty and administration meetings, including: agendas, minutes, and hospitality; ensure follow-up when appropriate.

  • Manage and maintain records of Elementary School employee time off and time-keeping for hourly employees.

  • Ensure that Elementary School level information on the master calendar is accurate.

  • Assist the Elementary School Director with creation of the annual budget.

  • Ensure an accurate list and paperwork of students attending school through various platforms is up to date and policies are appropriately communicated.

  • Weekly supervision of lunch and recess

  • Arrange substitute teachers when needed

  • Ensure timecards are completed and accurate for non-exempt employees

  • Keep faculty room and office/medical supplies stocked regularly

Division/Campus Support and Operations:

  • Serve as liaison to parents, students, faculty and staff and act as contact and reference source for the Elementary School and provide excellent customer service

  • Act as the main reception for the Elementary School, answer phones, issue student late slips, track attendance, and greet main office visitors.

  • Under the guidance of the Elementary School Director, communicate with students and parents to explain policies, procedures and regulations related to school functions and programs..

  • Oversee faculty substitute coordination: serve as point of contact for faculty class coverage and arrange for lesson plans and rosters for substitute; arrange for internal subbing when possible; collaborate with Human Resources in contracting subs when needed; manage payment requests for substitutes.

  • Order office/general school supplies for the Elementary School faculty/staff and distribute supplies; maintain and assist users with copy room electronics.

  • Coordinate student book and supply lists with the Division Director and faculty

  • Maintain student files, including all required annual forms and immunizations.

  • Communicate technology and facility needs of the Elementary School.

  • Organize student lunch distribution with vendor(s).

  • Create academic planning materials and folders for Elementary School administration; manage parent correspondence regarding planning meetings.

  • Prepare Summer Mailings for the Elementary School families; track and ensure all forms are collected and immunizations have been submitted before the start of the school year.

  • Manage and keep records of reimbursement receipts for the Elementary School.

  • Serve as a member of the Emergency Response Team, implementing Emergency protocol, including creating and updating all classroom room rosters and emergency instructions for the Elementary School/campus.

  • Serve as a liaison to the security team.

  • Routinely monitor and ensure the Elementary School and campus is organized to prevent any physical safety issues and report any safety issues to the Elementary School Director, Associate Head of School, and Director of Human Resources and Operations.

Division Calendar:

  • Coordinate the Elementary School calendar, paying particular attention to its pacing and resolving potential conflicts.

  • Anticipate and execute coordination of Elementary School level events, announcements, communications, newsletters, meetings, etc.

  • Oversee the use of the Elementary School classrooms including: reserving rooms, confirming schedules, and organizing event facilities requests. Review all activities on a weekly basis; prioritize and resolve any conflicts.

Division Events:

  • Oversee the scheduling of overnight, class trips and grade level activities/events, including (but not limited to): vendor contracts, permission/waiver forms, faculty assignments/chaperones, substitute coordination, form tracking, transportation, daily accommodations, facilities requests, and hospitality.

  • Coordinate/organize graduation/culmination (review vendor contracts for accuracy, process payments, create dates of importance for reminders, organize rehearsal/ceremony/ and reception, hospitality, volunteers, printed materials, invitations, all inquiries, correspondence, reminders, budget and all related documentation and ordering of related supplies and goods).

  • Coordinate/organize grade level events (review vendor contracts for accuracy, process payments, catering, decorations, invitations, ticket payments, guest list and chaperones).

  • Coordinate faculty retreats, professional development days and travel itineraries (including schedules, catering, transportation, facility requests).

  • Coordinate student orientations

  • Coordinate details of Elementary School level events, including: invitations, catering, volunteers, facility reservations and setups, and rental of supplies. Examples include, but are not limited to: New Parent Reception, town hall, in-service days, parent/teacher conferences, and Back to School Night.

Qualifications

  • Bachelor’s degree + 3-5 years experience supporting a leadership role required

  • Experience supporting a school administrator is preferred

  • Event management experience preferred

  • Self-starter with an ability to work independently and as part of a team; innovative, proactive, and seeks a challenge

  • Superior organizational, time management, oral and written communication skills; exemplary proofreader

  • Ability to prioritize and manage several projects efficiently and effectively

  • Technologically savvy Proficient using MS Office, and Zoom

  • High level of diplomacy and discretion when dealing with sensitive information

  • Able to work evenings and weekends as required

  • Operates with integrity and in the interest of the school.

  • Maintains a generosity of spirit toward colleagues, assuming best intentions.

  • Proactive, continually looking for ways to solve problems and improve systems.

  • Please complete online application, submit cover letter and resume at:

The hourly rate for this position is$21.63 - $31.25 per hour andalso includes a comprehensive benefits package with health, dental, and vision insurance, limited life insurance, and a 403(b) plan. This is the lowest to highest salary we reasonably expect to pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s pay position within the salary range will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, performance, and organizational needs.

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