Administrative Assistant for the Lower School
The Administrative Assistant for the Lower School provides administrative support to the Lower School School community including faculty, students and families. This position provides a high level of executive support to the Head of Lower School, Associate Head of Lower School as well as the entire division and must be highly efficient and organized with meticulous attention to detail and able to handle confidential information and material with the utmost discretion, be flexible and contribute to a joyful atmosphere.
The incumbent must possess strong administrative executional skills and be flexible to adapt to the need of a dynamic work environment centered on the needs of the students it serves.
This is a non-exempt, 12-month salaried position starting July 1, 2025. The hours of this position are 8:00 AM to 4:00 PM during the days that school is in session. Some overtime and evenings may be required.
RESPONSIBILITIES INCLUDE (but are not limited to):
Provide administrative support, including preparing correspondence, handling highly confidential materials, responding to emails, scheduling and preparing materials for meetings, and maintaining files (both digital and hard copy)
Establish and maintain efficient systems and processes across multiple areas in support of the Lower School
Monitor telephone calls to the office; deliver messages to the Head of Lower School, faculty, and students; coordinate conference calls between the Head of Lower School and parents; and return parent phone calls as necessary
Respond to parent inquiries that do not require the attention of the Head of Lower School, Associate Head of Lower School or a homeroom teacher
Maintain and ensure the integrity and accuracy of permanent student records and transcripts, schedules, and duty assignments
Coordinate the semester reporting process, including editing, posting, printing, and filing
Monitor student attendance daily and enter data into Blackbaud; verify absences and report attendance to Lower School faculty
Remain in the Lower School Office from 2:45 to 3:15 p.m. to oversee any dismissal issues
Serve as the point person for DOE bus logistics; prepare and maintain the DOE bus list and manage related issues as they arise, oversee DOE bus dismissal each day
Schedule conference days and prepare faculty schedules; coordinate additional conferences as needed throughout the year
Organize and provide logistical support for faculty candidate visits and interviews
Assist with scheduling, set-up, and organization of Lower School events (e.g., Curriculum Night, Parent Coffees, Winter/Spring Concerts, Grandparents and Special Friends Visiting Day)
Assist in coordinating and confirming the itinerary for the Lower School overnight trip; prepare forms and gather first aid kits for day trips
Cover occasional classes or fill in for Lower School faculty or administration (e.g., chaperone trips)
Maintain a collection of classroom supplies in the 4th-floor copy room
Order and arrange distribution of books and supplies for Lower School faculty
Ensure the Lower School office bulletin boards are up to date and attractively maintained
Perform all other administrative duties as assigned
REQUIRED QUALIFICATIONS:
Bachelor's degree required
3-5 years of experience in an administrative support role
Excellent attention to detail, professional attitude, good judgment, a high level of integrity and a strong work ethic
High professional and ethical standards for handling confidential information
Flexibility and initiative combined with the skills for thriving in a team environment to achieve divisional and institutional goals
Must have superior technical skills and be proficient in GSuite products including Gmail, Google Drive, Google Docs, Google Sheets, MS Word, MS Excel and must be proficient in learning new applications and software
A shared understanding of the mission of the School and a demonstrated commitment to the core principles of diversity, equity, and inclusion
Must demonstrate cultural competence and be able to understand, appreciate, and work with constituents across varied backgrounds and cultures
Exceptional interpersonal skills and an ability to work collaboratively with all levels of constituents: students, colleagues, parents
Strong organization and project management skills
Superb oral and written communication skills
High level of initiative, proven ability to work independently and collaboratively
Excellent time-management skills and ability to work with tight deadlines
Possess a sense of humor and appreciates this trait in others
SALARY
In compliance with NYC's Pay Transparency Act, this position's annual base salary range is $75,000 - $95,000. When extending an offer, Nightingale considers factors such as (but not limited to) the position's scope and responsibilities, the candidate's work experience, education/training, key skills, internal peer equity, and market and organizational considerations.
ABOUT THE NIGHTINGALE-BAMFORD SCHOOL
Founded by two bold, visionary educators in 1920, The Nightingale-Bamford School's mission is to inspire girls to go beyond barriers. Tied to this mission is a broader vision of students who are joyful learners who have the intellectual depth and courage to be critical thinkers, compassionate citizens, and agents of their own lives. Nightingale educates girls' minds and hearts and, in so doing, infuses their lives with meaningful relationships, teaching them to value difference as a means of growth and empowering them to question the status quo with confidence, empathy, resilience, and reason. Nightingale's commitment to social justice and anti-racism requires that all community members engage actively and thoughtfully in work around diversity, equity, and inclusion.
EQUAL EMPLOYMENT OPPORTUNITY
It is the policy of the School to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, citizenship, age, sex, sexual orientation, gender identity, gender expression, military status, marital status, familial status, caregiver status, predisposing genetic characteristics, actual or perceived domestic violence victim status, disability, veteran status, or any other characteristic protected by applicable law. The School's employment practices and decisions adhere to the principles of non-discrimination and equal employment opportunity. This commitment to equal opportunity applies to and is reflected in all School activities, including, but not limited to, recruiting, interviewing, hiring, staffing, training, promotions, compensation practices, employee benefits, social programs, discipline, and termination of employment. The School maintains zero tolerance for violations of this policy and expects all employees to abide by and support this policy without reservation.
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