Staff Position - Administrative Assistant to the Head of Intermediate School - Potomac School

The Potomac School - McLean, VA

Full Time

High School

The Administrative Assistant to the Head of the Intermediate School is a full-time position reporting directly to the Head of the Intermediate School. This position provides support to the members of the divisional community, including faculty, administration, parents and students.

• Be prompt and present in the Intermediate School office
• Responsible for the Intermediate School's main phone line
• Deliver messages to faculty/students
• Greet visitors and help with questions, directions
• Help students, faculty and parents navigate the Intermediate School
• Process invoices for payment through Finance and manage division credit card reconciliation
• Sort and distribute mail
• Order supplies and books for the division
• Assist Head of the Intermediate School by maintaining schedule and supporting other various needs
• Coordinate with Buildings and Grounds with regards to maintenance issues
• Schedule events and meeting and post on school calendar
• Attend weekly calendar operations meeting
• Provide support to parent reps for all functions
• Coordinate with other departments for events such as Fall Frolics, Book Fair, Field Day, May Day, etc.
• Coordinate field trips with transportation, lunch, catering, etc.
• Collection point for fund raising projects (count money and deposit with Finance)
• Arrange for substitute teachers
• Prepare draft communications for parents including PawPrints
• Attend Division meetings and take notes as needed
• Track attendance and whereabouts of Intermediate School students and faculty and let all appropriate parties know of absences, including school nurse, transportation and enrichment if necessary
• Maintain late arrival/early departure student attendance sign in book
• Work closely with school nurse on health issues as needed
• Prepare transcripts and other materials for students applying to other schools
• Help with the management of candidates for hiring; schedule phone calls with Intermediate School Head and hiring committees and prepare schedules and arrangements for finalists
• Register teachers for Professional Development workshops/seminars, including travel arrangements and accommodations if needed.
• Order, distribute, and collect standardized testing materials and send results to individual families.
• Log faculty absences in the weekly timesheet for HR.
• Perform other duties as assigned.

• Bachelor's degree preferred, with a minimum of 2 years related work experience.
• Knowledge of school processes and procedures is a plus.
• Strong organization skills and the ability to have discretion with confidential information.
• Strong knowledge of computer applications including Google suite and microsoft office.
• Ability to establish and maintain effective working relationships across all constituencies.
• Ability to communicate professionally and patiently in person, over the phone and in writing.
• Ability to work under pressure, identify problems, and establish priorities.

In striving to fulfill its mission, The Potomac School seeks many different voices, viewpoints, and backgrounds. We recognize that differences are a source of strength, and we know that everyone is enriched when each person's contributions and perspectives are valued