Administrative Assistant to the Dean of Students Office - The Bishop's School

About The Bishop’s School
Founded in 1909 and affiliated with the Episcopal Church, The Bishop’s School is an independent, all gender college-preparatory school for 800 students in grades six through twelve located on a historic campus in the heart of La Jolla, just 10 miles north of downtown San Diego. With a student-teacher ratio of approximately 9 to 1, Bishop’s is known for academic, artistic, and athletic excellence while celebrating character development, diversity, inclusion, and belonging. Last year’s applicant pool drew from 72 zip codes and 168 middle and high schools throughout San Diego County and beyond. Fifty-one percent of the student population self-identify as students of color. Additionally, over $4 million in need-based grants is awarded annually.

Hourly Compensation: $28.50 - $33.65

Summary Description

The Administrative Assistant to the Dean of Student Office supports the Dean of Students and their team and overall student programming. The primary responsibilities include assisting the office with student attendance, student events and programs, assisting the health office, and performing administrative and organizational tasks.. This position supports assigned School administrators with organizing and scheduling, supporting meetings and project deliverables, and assisting in daily office needs and administrative activities. 

Essential Functions and Specific Duties

General Administrative Functions:

• Manage attendance records, including absences, contacting parents, and following up with students and teachers under the direction of the Dean of Students
• Manage tardies, class cuts, and uniform violations, detentions, including contacting parents, and following up with students and teachers under the direction of the Dean of Students
• Assist and support the Dean of Students Office with various administrative tasks as assigned
• Assist with parent permission processes in collaboration with the Dean of Students, faculty, and Trip Compliance Coordinator
• Manage senior letters for senior retreat, assist sponsors with retreat
• Manage and submit all expense reports and receipts for the Dean of Students office and associated programmatic activities including events, trips, etc. 
• Manage calendar for the Dean of Students and DEIJ director; assist with the calendar for the Associate Dean of Students
• Manage domestic trips and single day field trips
• Assist with international trip applications 
• Manage parking
• Manage collection of funds (for grade-level sweatshirts, etc.)
• Assist with student uniform management
• Manage valuable lost & found items (electronics, jewelry, car keys, etc.)
• Manage end-of-year used uniforms (to be distributed by Admissions and the Bookstore)
• Co-advise with a faculty member
• Other duties as assigned

Health Office: 

• Support the nursing staff with initial check-in and care for the students
• Order office supplies, including health office supplies
• Work closely with the nursing staff on maintaining all immunization records; ensure all records are up-to-date
• Update Magnus and CAIR and be able to run reports as needed
• Perform data entry and other clerical duties for the nursing staff as needed
• Maintain and assist with any COVID-19 data
• Ensure proper assistance is provided to walk-ins
• Other duties as assigned

Qualifications

• Bachelor’s degree preferred; high school diploma required.
• Minimum of two years’ experience in general office administration, preferably in an educational setting or a non-profit organization.
• Strong attention to detail is required.
• Ability to handle student and faculty data in a discreet and confidential manner.
• Superior time management skills with ability to meet stringent deadlines.
• Adaptability to new technology and intermediate proficiency with technology and various software or ability to learn.
• Self-starter who is eager to develop the role and jump-in whenever needed.
• Strong organizational and interpersonal skills with students, parents/guardians, colleagues. 
• Must be available for occasional evening and weekend meetings and events.

Core Competencies:

• Uphold the School’s Core Values.
• Demonstrate professionalism, tact and an unwavering positive attitude.
• Stay up to date on industry standards, trends, developments and legal updates.
• Make timely and ethical decisions both systematically and under pressure.
• Maintain a clean, safe, and organized work area.
• Perform, with a team approach, other duties as assigned.

Role Specific Competencies:

• Verbal and written communication
• Planning and organizing
• Information monitoring
• Accuracy
• Adaptability
• Teamwork
• Active listening skills
• Emotional intelligence
• Multitasking

Please do not contact the school directly.

EEO
The Bishop's School is an equal opportunity employer. We are a diverse community of professionals that broadly reflects the people of the San Diego area and the United States at large. We aim to align our hiring process with our mission and institutional goals. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion or religious practices, sex, gender identity or expression, sexual orientation, citizenship status, national origin, age, ability status, military status, unemployment status or any other category protected by applicable local, state, or federal laws. The Bishop's School takes affirmative action in support of its policy to employ and advance all qualified candidates.

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