Administrative Division Manager
Job Details
New Roads School - Santa Monica, CA
Description

In an authentically diverse community reflective of Los Angeles, New Roads prepares young people for life by developing in them a personal dedication to learning, a respect for independent thinking, an expanding curiosity about the world and its people, and a commitment to the common good.

 

The Administrative Division Manager (ADM) supports the campus administrative team as well as students, and families.  The ADM reports directly to and provides excellent diplomatic, organizational, technical, and confidential administrative support for the Division Director in all aspects of their/division work and works in collaboration with the Executive Manager of Operations. The ADM is responsible for organizing, implementing, and managing systems for the overall daily operations of the division, while communicating the spirit and values of New Roads School and maintaining its unique climate and culture.  The ADM 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 Division Director and division.

 

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 Division Director, anticipating and resolving scheduling conflicts and prioritizing pacing appointments.

  • Screen, take messages, and make phone calls for the Division Director and diffuse and redirect issues when possible. This includes gathering all pertinent information for the Division 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 Division 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 division operations and ensure that work is done in a way that facilitates organizational flow.

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

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

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

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

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

  • Manage and maintain records of division level employee time off and time-keeping for hourly employees.

  • In collaboration with the Division Director and Human Resources, oversee the coordination of the Division level hiring process.

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

  • Assist the Division Director with creation of the annual budget.

  • Perform other duties as directed by the Division Director.

  • Ensure an accurate list and paperwork of students attending school through various platforms is up to date (in-person, hybrid, online) and policies are appropriately communicated.

 

Division/Campus Support and Operations:

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

  • Act as the main or back-up (depending on Division) to the reception, answer phones, issue student late slips, track attendance, and greet main office visitors.

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

  • Coordinate vacation schedule of Division office staff, ensuring coverage during business hours.

  • 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 division faculty/staff and distribute supplies; maintain and assist users with copy room electronics.

  • Coordinate book lists with faculty and manage division student books for online ordering and book buyback (if applicable).

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

  • Communicate technology and facility needs of the division.

  • Organize student lunch distribution with vendor(s). 

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

  • Prepare Summer Mailings for the division 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 division.

  • 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 division/campus.

  • Serve as a liaison to the security team.

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

 

Division Calendar:

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

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

  • Oversee the use of the division 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 division 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 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 Google Suite, 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 avert problems and improve systems.

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

https://www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=39090&clientkey=B58F74479D3E4429894E592A78B88B09

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