Administrative Assistant

Peninsula School

An exciting full-time opportunity is available at Peninsula School, a leader in N-8 progressive education with a focus on fostering intellectual curiosity, social and emotional learning and social justice in a manner that is interactive and responsive to student interests. 

Peninsula School is rich in history and fortunate to have a wooded, 6-acre campus in the heart of Menlo Park. The school is in an exciting time as it approaches its centennial in 2025. The Administrative Assistant serves in a key position in the school. 

Peninsula School actively promotes the principles and practices of diversity throughout the school community. We are an equal opportunity employer and encourage people of under-represented groups to apply. We offer competitive compensation and a progressive community dedicated to learning and engaged citizenship. (http://www.peninsulaschool.org/equity-and-inclusion/)

Job Title: Administrative Assistant

Position Overview

The Administrative Assistant is responsible for the central coordination of the school office and is a liaison with key constituents within and outside of the school community. He/she/they provides Administrative support to the Head of School and Directors of Development, Admissions and Enrollment and Finance, ensuring effective organization and timely communication between each office and the Peninsula School community. The position requires diplomacy, organization and the ability to maintain confidentiality.

Essential Job Duties and Responsibilities 

Office Management

• Receive visitors to the office and respond to their needs
• Answer phone calls
• Open, sort, and distribute daily mail
• Enter and maintain students and staff attendance records
• Manage the stock inventory by anticipating needs and ordering office, kitchen, and copier supplies on a regular schedule
• Manage the office equipment: maintenance and contact with vendors
• Manage the sign-in of visitors and the info board regarding staff absences relative to subs and closed activities

Administrative Support

• Work to foster a partnership between teaching staff and admin staff to create a positive environment for students’ academic and social-emotional learning.
• Support administration directors (Head of School, Director of Finance, Director of Admissions and Enrollment, Director of Development.)  with phone calls, travel arrangements, scheduling meetings, and misc logistics, relieving them of administrative detail
• Manage the calendars of each director as needed, scheduling and prioritizing appointments
• Review calendars regularly to help predict needs of leadership team in coming weeks  
• Coordinate with HR Specialist to support logistics related to job recruitment: post jobs, coordinate interviews and travel logistics when necessary
• Work with the Program Support Coordinator in managing sub list and contact info

Information Management

• Maintain records of professional development hours for all faculty and school as a whole  
• Coordinate and maintain Peninsula School’s calendar and room calendars  
• Check personnel planned absence dates for calendar conflicts
• Manage and maintain student and parent database and directory
• Distribute parent and staff emergency forms, DMV forms and insurance forms, immunization records and child-care licensing forms,  and compile in the school’s online tracking system

Meeting and Logistical Support

• Coordinate hospitality and food for various meetings and in-service days
• Distribute agendas for all admin and academic admin meetings  
• Coordinate the scheduling, agendas and logistical aspects of all administrative meetings; assists with meeting minutes
• Support safety and security procedures specific to student and staff attendance
• Coordinate arrangements for teacher conferences, i.e. registration, travel, hotel  
• Support the school’s board of directors with administrative tasks as needed

Essential Competencies:

To perform the job successfully, an individual should demonstrate the following competencies: 

• Diversity, Equity, Inclusion - A demonstrated commitment to diversity, equity and inclusion and an ability to work with and support a diverse population of students and families. An ability to remain sensitive to the experiences of students, parents and faculty in all situations and integrate feedback into practice. 
• Relational Skills – Ability to relate well to a wide range of people, including building rapport with students, parents, faculty, staff, and other administrators. Willingness to work to understand the culture of the school. Knowledge of faculty members’ responsibilities, challenges, strengths and communication styles. Knowledge of each child’s challenges and strengths. Skill with conflict resolution, consensus building and decision-making.
• Emotional Intelligence and Maturity – Ability to interact with individuals in heightened emotional states and navigate complex and emotionally challenging situations involving children and adults. A high degree of emotional stability, ability to separate one’s own emotions from a situation, and ability to maintain perspective in the midst of emotional situations is essential. 
• Communications Skills – Ability to communicate effectively with a wide range of constituents. Maintains open communications channels with teaching staff, parents and administrators. Able to present information formally and informally in an effective manner both through oral presentations or conversation and through written means. Has a strong understanding of the power of word choice and the need for a high level of tact and professional, accurate communication. Ability to edit documents and communications from staff and faculty. 
• Time Management Skills – Ability to manage many tasks and projects simultaneously and to prioritize them appropriately. 
• Organizational Skills – Ability to balance many tasks and processes, including keeping track of progress on longer term projects or goals, managing details accurately, and following through in a timely fashion. 
• Problem Solving Skills – Ability to recognize immediate issues and take decisive action when appropriate. Ability to consider a broad range of internal and external factors when solving problems. Grasps complexities and perceives relationships among different problems or issues. Uses various problem-solving strategies appropriate to the situation, including enlisting others when appropriate. 
• Maintain confidentiality of any and all leadership team discussions and sensitive information 
• All prospective employees must be able to clear a background check and TB screening.

Qualifications: 

• Bachelor's Degree and/or at least 2 years work experience in an administrative support role, preferably at the executive level.  Fluent in use of Google Suite and/or MS Office applications. Experience with using database systems (filemaker), is a benefit. 
• The Administrative Assistant must be accessible, approachable, and welcoming, must have an appreciation for the mission and values of the school, an excitement to work in an organization focused on children and needs to be able to have: Strong organizational skills and ability to juggle multiple projects simultaneously; Ability to prioritize well and to work efficiently under pressure; Ability to work independently and follow through on assignments with minimal direction;  Ability to handle confidential matters with discretion; Skill in managing a Google calendar.
• Being caring, flexible, creative, organized, using good judgment and possessing a sense of humor are all important candidate qualities. Candidates must be able to interact with students, parents, and co-workers in a supportive and collaborative manner.

Physical Demands 

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, ability to adjust focus, and sound hearing. The ability to speak clearly and coherently is required.  While performing the duties of this job, the employee is regularly required to sit; use hands, talk and hear.  The employee is frequently required to reach with hands and arms.  On occasion, the employee is required to stand, walk, stoop, kneel, or crouch. Employee is required to operate a computer and office productivity machinery, communicate across a variety of media, and work in close proximity to others. The role may also require the employee to work in inclement weather during special activities and work at a desk for extended periods of time.  
• While performing the duties of this job, the employee is regularly required to listen, physically direct, and speak. The employee is required to sit (sometimes for extended periods); stand; walk on a variety of surfaces; climb stairs, bend and squat when communicating with younger students; use hands to finger, handle, or feel and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. 
• The noise and activity level in the work environment is variable, with times of quiet and times of high stimulation and activity. 
• The mental and emotional demands of the position are considerable. The employee will interact with individuals in heightened emotional states and will encounter complex and emotionally challenging situations involving children and adults.

TO APPLY 

Peninsula School is an equal opportunity employer and we actively promote the principles and practices of diversity throughout the school community. We offer competitive compensation and a progressive community dedicated to learning and engaged citizenship. (http://www.peninsulaschool.org/equity-and-inclusion/)

We encourage people of under-represented groups to apply.

Please fill out an employment application https://www.peninsulaschool.org/s/PS-Application-for-Employment-2018-V02.pdf and send it with a cover letter and resumé, in MS word or PDF format, to HR@peninsulaschool.org or fax to (650) 325-1313.