Primary Responsibilities
Provide a friendly and welcoming atmosphere to all who enter the School through the Main Office. Greet visitors to the school and have them follow school procedures for guests on campus.Serve as the primary facilitator of entrance door security, assuming responsibility for coordinating back-up as needed.
Answer all incoming calls to the school and handle appropriately.
Collect, sort, and distribute all mail and deliveries to the School daily.
Manage the daily school attendance function for Upper School students in Blackbaud, coordinating with the Upper School Dean and the Athletics Department. Produce reports on a daily basis and special reports as needed. Daily follow-up with parents as needed in regard to absences and tardies; weekly reports and follow-up with the Upper School Dean.
Write, distribute, and post Daily Notices for Upper School for each day school is in session.
Serve as the main point of contact for daily needs of Upper School students.
Support the work of the Upper School Dean on a daily basis.
Provide support to the Admission Office seasonally as directed by the Director of Admission.
Coordinate departmental administrative support with the Upper School Administrative Assistant.
Provide support to Upper School faculty in conjunction with the Upper School Administrative Assistant.
Anticipate and order supplies and maintenance for the Upper School workroom equipment in a timely manner. Coordinate with technicians when equipment needs repair or maintenance.
Record and maintain student data in the Blackbaud database including but not limited to attendance, team and club participation, license plate numbers, and medical information. Produce reports on a regular basis and special reports as needed.
Provide support to other school offices as needed.
Handle correspondence for the Upper School as needed.
Purchase supplies for the Upper School work room and the Upper School offices.Prepare purchase orders and reconcile with invoices for submission to the Business Office.
Prepare and distribute information packets for Upper School faculty at orientation.
Coordinate orders and distribution with class ring supplier.
Ensure accuracy of student names for diplomas. Order diplomas and coordinate with supplier regarding diplomas and graduation announcements.
Assist with graduation ceremony.
Interact with and provide support for all functions of the School including administrative areas, business office, facilities, security, etc.
Cover the main office of School as needed during school holidays.
Various other tasks and duties, as directed by the Upper School Head, the Upper School Dean, Admission Office, Director of Human Resources, and other administrators and offices of the School.
Confidentiality
Maintain the strictest confidentiality and discretion in all matters pertaining to the School, particularly student and personnel information, both within the School community and within the larger community as a whole.
Personal Attributes
The successful candidate will be a proactive, assertive person and at the same time possess a calm and friendly demeanor. The Administrative Assistant for Reception will maintain courteous relationships with all constituencies of the School including students, parents, colleagues, alumni, and visitors to campus. This Administrative Assistant will understand the mission of the School and hence welcome direction not only from the Upper School Head but also from multiple Directors at the School.The receptionist will be punctual and display reliable attendance. The receptionist should be able to work in a busy, vibrant atmosphere that requires multi-tasking.
Qualifications
The successful candidate will have:
- Prior work experience of a similar nature
- Proficiency with Word, Excel, Google applications
- Demonstrated proficiency with database programs (experience with Blackbaud is a big plus)
- Evidence of excellent communication skills, both written and interpersonal
- Evidence of good organizational skills
- A 4-year college degree is preferable
Reporting
The Upper School Administrative Assistant for Reception will report to the Upper School Principal.
Salary
The salary will be commensurate with experience.
To apply:
Please choose one method of application.
Preferred method:
Email cover letter and resume to careers@portergaud.edu
Alternate method:
Mail cover letter and resume to:
Administrative Assistant for Reception Position
Porter-Gaud School
300 Albemarle Road
Charleston, South Carolina 29407
Porter-Gaud School is committed in increasing the racial, ethnic, and religious diversity of our faculty and staff. The School welcomes applicants who would bring additional dimensions to the School's teaching mission. In accordance with law, Porter-Gaud School is an equal opportunity employer and hires without discrimination on the basis of race, color, religion, national origin, sex/gender, age, or disability.