US Administrative Assistant

OVERVIEW

The Upper School Administrative Assistant is the primary point of contact for the Upper School divisional office and provides administrative support to the Head of Upper School and the Upper School Leadership Team. The Upper School Administrative Assistant serves as a liaison for faculty, staff, parents, students and visitors coming to the Upper School office. 

The Kinkaid School is a co-educational non-sectarian day school enrolling 1,400 students in pre-kindergarten through twelfth grades. Located on a sixty-five-acre campus in the heart of Houston, Texas, the school offers a thriving intellectual community in the midst of a vibrant, urban, diverse culture. With an enrollment just above 620 students, the Upper School fosters a learning environment centered on academic excellence, intellectual curiosity and personal attention.  

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Assist the Head of Upper School in Upper School operations, including but not limited to: calendar management; event planning and setup; building maintenance support; and bell schedule
• Oversee the Upper School calendar to maintain accuracy through coordination with various departments such as Athletics and VPA in order to communicate timely details and updates to faculty, staff, students, and parents regarding upcoming events and programs
• Support parent volunteer efforts in planning and implementation of programs that enrich the student experience by providing guidance on operational requirements, sharing appropriate reports, or organizing efforts as a liaison between the volunteers and faculty or staff
• Supervise substitute teacher schedules, participate in substitute teacher hiring, provide performance feedback, and act as the main point of contact to manage the active substitute roster 
• Monitor teachers’ schedules and coverage needs to properly plan for substitute teacher coverage and assignment schedules
• Responsible for all budget activities related to reporting and reconciling expenditures for Upper School by distributing GL reports to all budget holders by the 15th of each month, reconciling expense reports to confirm all expenses are appropriately reported, receipts are provided, and budget allocations are correct prior to approval processing
• Organize shared office areas, monitor office supply inventory, and oversee safety, efficiency, and appearance of those spaces
• Act as a liaison in delivering important messages to students, faculty, and staff 
• Research, collect, and maintain meeting minutes, notes, and detailed information needed to reference while developing the Upper School community newsletter that is published weekly 
• Performs other duties as assigned

• High School Diploma or GED. Some college coursework preferred
• A minimum of five years of administrative experience. School or not-for-profit experience preferred
• Strong interpersonal skills including discretion, patience and confidentiality 
• Proven attention to details including calendar and event management
• Skilled communicator, both on the phone and in person
• A collegial attitude and demonstrated ability to work in teams
• Eagerness to grow professionally and remain current within the field
• Demonstrated experience with Microsoft Word and Excel as well as Google Suite of products including Gmail, Gmail calendar, Sheets, and Docs
• Commitment to Kinkaid’s four core values of honesty, responsibility, respect and kindness in interactions with all members of the community

The Kinkaid School provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law, The Kinkaid School complies with applicable state and local laws governing nondiscrimination in employment.

Submit all correspondence including your cover letter, resume, and application through The Kinkaid School application portal. Please no emails or phone calls to submit your candidacy or show interest.