Administrative Assistant to the Associate Head of School

Job Description:

The Blake School seeks to hire an Administrative Assistant to the Associate Head of School. This full-time, year-round role is central to school operations: supporting faculty recruitment, coordinating PK-12 professional development programs, managing the master calendar and providing essential organizational support to the Associate Head of School. Successful candidates will demonstrate logistical acumen, superb oral and written communication skills, intercultural competence and the ability to engage warmly and confidently with all community members and guests.

Blake is particularly interested in candidates who will enrich the diversity of identity, lived experience and thinking that makes our community strong and empowers us to engage across differences.

Ideally, the start date for this position will be in April to allow for ample cross-training prior to formally assuming the role on July 1.

The search committee will begin reviewing applications on March 8. Blake will pay for travel and lodging costs for candidates visiting from out of town.

Experience and Skills:

Faculty and Administrative Recruitment

• Place ads and work with recruitment agencies for open faculty and administrative positions
• Process applicant files in ATS (Applicant Tracking System) for hiring managers’ review
• Train new hiring managers on hiring processes
• Work with divisional and the Head’s offices to coordinate candidate visits to campus, which may include handling travel arrangements and reservations
• Maintain faculty and administrative job descriptions
• Assist the Associate Head of School with oversight of recruitment budget

Master Calendar 

• Act as a point person and maintain Veracross master web calendar
• Work with the school’s administration in building the master calendar for future years
• Process event planning forms
• Coordinate the calendar to avoid major events conflicts
• Work with the calendar team on the master calendar
• Prepare the monthly parent calendar for the communications department
• Provide calendar orientation on the faculty/staff portal for new employees (My Calendar, School Calendar, At-a-Glance Calendar)

Faculty & Staff Portal 

• Act as point person for Veracross event planners workspace; offer training, and create reports for all related departments
• Act as point person for content management for faculty/staff portal

Professional Development

• Maintain application files for all grant and sabbatical applications (Plank Scholars Fund, Hersey, Donaldson and Lyons, and Graduate Degree Program)
• Provide assistance for Blake’s professional development program, including managing the summer curriculum grant process
• Track for the Juliet Nelson and staff awards; process award and nominations letters
• Order books and materials
• Assist with summer reading program and book groups
• Plan logistics for events, meetings, workshops, etc.
• Manage courses and attendance using Keep Certified program for faculty licensure

General Assistance 

• Schedule appointments and manage the Associate Head of School’s calendar
• Assist with correspondence, filing, etc.
• Process and approve credit card transactions/budget requests and employee reimbursements
• Provide occasional administrative support to PK-12 department chairs
• Make travel arrangements as requested
• Train new department chairs/department members as part of onboarding process
• Process and approve PO process in Veracross

Administrative Support for the Head of School’s Office 

• Provide clerical support – mailing, posting, copying, and filing – for all in the Head of School’s Office
• Answer the main phone line for the Head of School’s Office
• Act as backup to the Executive Assistant to the Head of School and assist with projects
• Order office supplies, books, materials, etc.
• Coordinate all-school employee events with the Executive Assistant to the Head of School
• Compile the “Whom to Call” list and Employee Committees list
• Order flowers and gifts for trustees, constituents and employees as needed
• Other duties as assigned

Minimum Qualifications

• Associate’s degree; B.A. preferred
• 3-5 years of successful administrative support experience; 5-7 years preferred
• Experience with Google Suite, Microsoft Word and Excel (Windows)
• Superior organizational and communication (written and verbal) skills

The Blake School is a pre-kindergarten through grade 12, co-educational, nonsectarian, independent day school enrolling 1,331 bright, talented students from nearly 56 Twin Cities-area communities. Founded in 1900, The Blake School has the advantage of facilities and campuses designed for specific developmental ages. Blake’s mission is to engage students with a dynamic, academically challenging education in a diverse and supportive community committed to pluralism and a common set of values. Students pursue an integrated program of academic, artistic and athletic activities, preparing for college, lifelong learning and purposeful lives as community and global citizens. The school community is also guided by its Commitment to Pluralism and core values.

The Blake School believes that a diverse society enriches all individuals and communities. Diversity of race, ethnicity, national origin, geography, religion, gender, affectional or sexual orientation, age, physical ability, and marital, parental or economic status forms the fabric of our society. As a result of these beliefs, The Blake School actively seeks students, families and employees who value and contribute to the fullness of a diverse community within the context of its mission. In doing so, we recognize our responsibility to help make each person's experience a success. EOE