Substitute Administrative Assistant

Substitute Administrative Assistant

Reports to: Division Director (Preschool, Lower School, Middle School, or Upper School)

FLSA

Job classification

Non-Exempt position

Job purpose

The Substitute Administrative Assistant is primarily responsible for supporting the Division Director to ensure the daily operations of the division run smoothly and managing the division’s communications including emails, phone calls, and text messages. This position works on an “as needed” basis for temporary coverage for Administrative Assistant.

The Substitute Administrative Assistant will model the GDS Community Cornerstones of Respect, Kindness, Integrity, and Responsibility.

Primary responsibilities

• Tracks student attendance daily and calls parents of absent students daily
• Answers emails and phone calls and relays messages to students and faculty in a timely manner
• Monitors front entrance at all times via cameras
• Mails various letters and information to families as needed
• Updates calendars for the Division Director, Division Dean of Student Life, and Division in general
• Updates shared information folders for division faculty and administration containing important policy documents, schedules, class lists, and more
• Communicates via mobile radio as needed and assist in routine drills for fire, tornado, lockdown, etc.
• Supports the Admission office by assisting with scheduling visits and screenings and assisting students and families on visit days.
• Collects and organizes data on student absences, tardies, test scores, surveys or other data when needed
• Supports communication between the division’s community and School Nurse

Additional responsibilities

• Assists the Division Director or Dean of Student Life with unexpected student or parent issues. At times this means managing the issues in the absence of the Director, Dean of Student Life, and/or Counselor
• Performs other duties as assigned by the Head of School

GDS Cultural Competencies

• GDS Employee Skills
• Human-Centered
• Data-Informed
• Empathetic
• Collaborative
• Professionalism
• Technologically Fluent
• Adaptable & Growth Mindset
• Inclusive
• Productive conflict resolution
• Integrity
• Welcoming
• Respectful
• Listens to Understand
• Relationship-Focused
• Student-Centered
• Field Expertise
• Coachable
• Lifelong Learner
• Kind

• Position Requirements
• Associate’s Degree preferred
• Independent school experience helpful
• Proficiency in Microsoft Office Suite, Google Suite, and Blackbaud scheduling software preferred

Working conditions

Non-physical demands include a work environment in an office type setting; noise level is usually quiet to moderate level but may be loud on occasion. The nature of this position may require supervising students both indoors and outdoors. All faculty and staff are required to participate in regular safety drills. Some early morning work may be required from time to time.

Physical requirements

• The duties of this job take place in an office setting.
• This position is frequently required to operate a computer and file and retrieve written documents.
• The physical demands include, but are not limited to, standing, sitting, walking, lifting, carrying, reaching, handling, kneeling, crouching and bending.
• There will be extended periods of sitting required when performing administrative tasks and while attending meetings.
• Must be able to lift up to 50 pounds.
• In the Preschool or Lower School, all staff must be able to assist young children on occasion in toileting, hand washing, nose-blowing, etc.

Direct reports

There are no direct reports for this position.