Upper School Administrative Assistant

Charlotte Latin has an immediate need for an Upper School Administrative Assistant.  This role provides administrative support to the Head of Upper School, Academic Dean, Dean of Students and others as appropriate. 

Essential Duties:

• Division Heads Administrative Assistant

o Assist Head with tasks to support daily and long-term operations and projects

o Manage daily calendar for Head, scheduling appointments and populating calendars with pertinent school activities

o Assist students, parents, employees, and guests with questions and requests

o Ensure office, phones, and email are covered during school day

o Assist with communications during safety drills and emergency situations

• Communications

o Oversee US Office communications with parents and students including announcements and bulk emails

o Educate parents on navigating school website and calendars

o Manage and maintain faculty communications including daily announcements, online resources, procedural manuals, schedule changes, and email distribution lists

• School Calendars

o Work with Deans, Registrar, and Master Calendar Coordinator to prepare annual calendars of all non-athletic activities for Upper School students and faculty

o Populate and monitor multiple online calendars for teachers, students, and parents

• Parent Volunteer Coordinator & Event Planner

o Work with Deans, Division Head, and Parents Council leadership to secure volunteers for significant positions

o Work with parent volunteers, custodial staff, Deans, faculty, and others to coordinate student and parent events

• Honors & Awards Ceremony & Commencement

o Oversee and coordinate award nominations, sponsors, presenters, writers and editors, invitations, and purchasing of awards

• Course Registration

o Work with Dean of Academics, Department Chairs and Upper School Head to produce Course Catalogue

o Coordinate annual course registration event for parents

• Other Administrative Duties

o Manage Paycom data entry

o Function as Jostens liaison

o Oversee, allocate, and approve usage of Upper School credit card usage

o Support Admissions by coordinating prospective student interviews

o Assist in coordinating Summer Remediation

o Manage office supplies and stationery for US Office team

o Work with Registrar to maintain student files

• Perform other duties as needed

Education and Experience:

• Bachelor's degree required

• 3 years experience in an administrative assistant or office management role preferred

• Experience in an independent school environment preferred

Skills

• Proficiency in Google Suite and Microsoft Office tools

• Excellent written and verbal communication skills

• Capable of working independently and collaborating with others

• Strong organizational skills and an eye for detail

• Strong interpersonal skills

• Flexibility

• Adheres to the standards of professionalism 

• A philosophical alignment with our core values and curriculum and instruction, which can be found on our website: www.charlottelatin.org, including a commitment to promoting diversity, equity, and inclusion.

Working Conditions and Environment

• Intermittently lift, carry, push, and pull up to 25 pounds.

• Continuously see, sit, balance, grasp, and have repetitive use of arms, wrists, hands, and fingers; and some fine finger dexterity.

• Frequently talk and hear.

• Intermittently stand, stoop, bend, twist, crouch, kneel, crawl, walk, climb stairs, step stools and ladders, operate foot and hand controls, squeeze, and reach above shoulders.

• Exposure to dust, chemicals, fumes, flammables, grease, dirt, stacked materials, electrical equipment, machinery, low to medium noise levels, and moderate indoor temperatures of heat and cold.

• Long or odd hours, as needed.