Receptionist / Administrative Assistant (School Office)

Classification: Non-exempt (Full Year; Professional Staff)

Hours: 9:00 a.m. – 6:00 p.m. with a 1-hour break

Supervisor: Director of Operations

Primary Responsibilities: The Stanwood Receptionist/Administrative Assistant is the “face of the school” on Broadway Street and is therefore responsible for exuding the values of the school and setting a positive tone each day. Specifically, tasks include answering the main switchboard, greeting visitors, students, parents, and employees, and providing administrative support for a range of school functions under the direction of the Director of Operations.

The Expectation of Employee Civility and Commitment
The Hamlin School seeks employees who will support and implement the school’s mission and Creed at all times. Hamlin employees are known for being caring, compassionate, collaborative, and dedicated professionals who treat their colleagues and supervisors with respect and who take seriously the daily care of Hamlin girls.

Hamlin girls are celebrated because of their curious minds, joyful work ethic, and intellectual tenacity in the classroom; moreover, the school is convinced that ensuring the girls’ academic growth is only one part of its work. Hamlin employees also pay close attention to the girls’ social-emotional well-being, their physical and mental health, and their moral development.

Hamlin employees, its teachers, and leaders, in particular, are committed to their own professional growth; as such, they pay close attention to the research and innovations that impact teaching and learning. All employees are expected to be flexible thinkers and nimble actors in support of the school’s overarching strategic goals and daily commitment to academic and ethical excellence.

Primary Areas of Responsibility:

1. Stanwood Hall Reception

• Answer the main switchboard, field inquiries, and forward messages to employees and students as appropriate
• Greet visitors who enter the main school building, ensure they sign in, receive appropriate identification, and provide directions to their destination
• Ensure a welcoming feel and access to pertinent information on Stanwood’s 2nd floor, which may include creating displays, updating archives, posting signs for the front door, etc.
• Forward incoming resumes to appropriate hiring manager

2. Attendance

• Manage and communicate the daily attendance
• Assist parents with ZoomX!
• Assist with maintaining the attendance records on the Whipple Hill system

3. Administrative Support

• Provide clerical support to the Executive Assistant to the Head of School
• Assist the School Logistics Coordinator and Middle School Administrative Assistant with special projects
• Sort and distribute the daily mail to employees
• Update and maintain all front office files
• Maintain Stanwood Hall’s first-floor equipment (e.g. copier, etc.); coordinate postage meter replenishment with the Business Office
• Replenish office supplies on a weekly basis; reconcile backorders and erroneous shipments; properly code invoices for orders
• Post job advertisements; receive, acknowledge, and distribute resumes to respective hiring administrators
• Perform other administrative duties as requested by the Director of Operations

Professional Skills and Personal Qualifications: Strong interpersonal skills; commitment to excellence, efficiency, and accuracy in daily work; ability to remain focused and productive in a fast-paced work environment; demonstrated ability to work as a member of a team and independently; appreciation of diversity; demonstrated cultural competence—the ability to work well with students, families, and employees from all walks of life. Joy for life and, particularly, for girls’ education; trustworthy; kind and approachable; a sense of humor.