Lower School Administrative Assistant

    • Job Tracking ID: 512201-701148
    • Job Location: Wayzata, MN
    • Job Level: Any
    • Level of Education: 2 year degree
    • Job Type: Full-Time/Regular
    • Date Updated: August 30, 2019
    • Years of Experience: 2 - 5 Years
    • Starting Date: October 1, 2019
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Job Description:

Position Overview:


The Administrative Assistant provides administrative support to the Lower School Director, administrators, faculty, staff, and parent volunteers. 


Essential Functions and Responsibilities:


Administrative/Office Support

  • Supports teachers and staff with daily needs.

  • Maintains LS Director’s calendar and assists with the Assistant Director’s calendar and projects.  Schedule appointments. 

  • Maintains office equipment.

  • Assists administrators with upcoming events (admissions, parent luncheons, student gatherings, etc.).

  • Supports the Effective Teaching Initiative (ETI) through scheduling, documenting, communicating, and tracking all steps of the faculty annual review process. 

  • Creates a welcoming, safe and respectful office environment. 

  • Handles sensitive issues with empathy and confidentiality. 

  • Sorts, distributes and manages campus mail. 

  • Provides back-up for Office Manager in dealing with students, parents, phone calls and student medical needs. 

  • Provides additional clerical support to administrators, as needed.



  • Manages, tracks and reconciles campus/divisional budgets.

  • Produces individual budget reports for LS Director and faculty as needed. 

  • Expedites Professional Development Funds applications, reimbursements, and related needs. 

  • Manages, tracks and allocates monthly employee credit card purchases for payment.

  • Processes employee reimbursements.

  • Manages Director and Assistant Director mileage reports.


Faculty/Staff Support

  • Coordinates processing of substitute teacher timesheets for payment. 

  • Creates and collects year-end check-out folders for faculty and staff.

  • Records all daily faculty and staff absences and sends them to LS Director and the Business Office.



  • Schedules meeting spaces, prints handouts/sign in sheets, and orders refreshments (as necessary).



  • Creates and processes all Highcroft campus purchase orders.

  • Researches product pricing and quality from various vendors and creates the approved supply ordering lists. 

  • Makes purchasing decisions, works with vendors, order supplies, and maintain storeroom and copy rooms. 

  • Orders classroom supplies and resource materials for faculty and administrators.


Progress Reports

  • Creates and distributes, to teachers, student progress report templates. This project is completed at the start of each year and for both lower school campuses.

  • Assists with bi-annual progress report process: proofread and format reports, send Highcroft reports to parents biannually, and print final reports at the end of the year.


Substitute Coordination

  • Updates a daily, detailed, Google spreadsheet that contains substitute assignments and essential information as needed. 

  • Handles last minute same day substitute requests due to illness or an emergency.

  • Collaborates with the office team on both campuses to share assignment information and substitute compensation.

Experience and Skills:

Minimum Qualifications:




  • Three years administrative assistant experience or equivalent

  • Ability and desire to interact with Lower School children

  • Knowledge of Microsoft Word, Excel, Google Docs, Google Mail, and various other computer software

  • Excellent organizational skills

  • Ability to be flexible, handle interruptions, and set priorities to complete work in a timely manner

  • Ability to work independently as well as a team player with other office staff

  • Strong written and oral communication skills

  • Strong interpersonal skills; ability to relate well to colleagues, students, parents, and visitors (Emotional Intelligence).

  • Strong proofreading skills

  • Proactively identifies areas for improvement and executes next steps     




  • Current certification in CPR, First Aid and AED use

  • 2 year or 4 year degree