Job Description

Position: Junior School Administrative Assistant

Reports to: Director of the Junior School

FLSA: Non-exempt

Designation: Staff, Full-time, 12 month

Site: In person, New Haven, CT

HOPKINS SCHOOL

Hopkins School is an independent, gender-inclusive, college-preparatory day school for grades 7-12, located on a 109-acre campus in the Westville section of New Haven. Hopkins has a current enrollment of 714 students and 185 employees. The faculty and staff at Hopkins are intelligent, motivated professionals who are dedicated to their respective responsibilities and the overall mission of the School. There is a great sense of community among employees on campus and across all departments.

POSITION SUMMARY

The Junior School (Grades 7 and 8) Administrative Assistant is an essential member of the Junior School team, providing organizational support and a welcoming presence for students, faculty and families. The role requires adaptability within a dynamic school environment, patience, and genuine enjoyment in interacting with teenagers. 

KEY RESPONSIBILITIES

School Operations and Student Support

• Support the effective operation of the Junior School through proactive communication
• and collaboration with others, including advisers, student support personnel, faculty, parents and other departments in the School
• Maintain and update student files, including coordinating with Admissions and the Registrar
• Manage the attendance system, ensuring accurate recording of student attendance and timely communication with families, faculty, students and Head Advisers as needed
• Oversee student sign-in/out procedures and coordinate with Security to ensure compliance
• Coordinate student use of lockers, including ensuring functionality and cleanliness at the start and end of year, assignments, and troubleshooting
• Manage the logistics of study hall, music lessons, the Academic Support Program, Junior School Athletics and other ancillary school activities. 

Administrative and Office Support

• Serve as a primary point of contact in the Junior School, greeting visitors, answering calls and interacting with students
• Oversee the functionality and maintenance of copiers, printers, and student devices
• Manage orders related to office supplies, departmental supplies, snacks, and other purchases as needed
• Assist Junior School Head Advisers with outgoing written correspondence to students and/or families

Event Planning and Support

• Provide logistical and administrative support for school events, including Orientation, Community Day, Back to School Night, Parent Conferences and the Junior School Play
• Assist with lunch supervision and seating assignments
• Perform other duties as assigned by the Director of the Junior School

QUALIFICATIONS

• Bachelor’s degree required
• Proficiency with Google Suite
• Proficient with Blackbaud or similar software is a plus
• Commitment to the mission and values of Hopkins School
• Proven experience in office administration, preferably in a school setting
• High level of professionalism, discretion, and integrity when handling confidential information
• Strong interpersonal skills, especially with middle school aged students
• Strong organizational skills, with the ability to multitask in a fast-paced environment, work independently and solve problems
• Cultural competency and a commitment to the value of a diverse, inclusive community

COMPENSATION AND BENEFITS: Compensation is competitive, commensurate with experience, the salary range is $50K - $60K. Hopkins offers a comprehensive benefits package, including health insurance, retirement contributions and professional development opportunities. 

APPLICATION PROCESS : Interested candidates should submit a letter of interest, resume, and list of references to employment@hopkins.edu, with “Junior School Administrative Assistant” in the subject line. Interviewing will begin in May and continue until the position is filled.

Hopkins School believes that all persons are entitled to equal employment opportunity, and it prohibits discrimination because of race, color, creed, sex, religion, national origin, age, gender, gender identity, genetic information, physical or mental disability, veteran status, marital or civil union status, sexual orientation and other legally protected classes or classifications.

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