Administrative/Clerical, Business Office, Human Resources
4 Year Degree
The Business Office Administrative Assistant will serve as the point person for the office, assisting staff and visitors as needed, and ensuring supplies and equipment are sufficient for the department to function efficiently and effectively. The Administrative Assistant will provide administrative support to the Director of Finance and Operations. Coordinate meetings, answer phone calls, manage the Director's calendar, track employee attendance, maintain various spreadsheets. In addition, they will provide support for all other Business Office employees, including the Director of Human Resources, Director of Facilities, Controller and the Accounts Payable and Accounts Receivable Accountants.
Job Responsibilities/Essential Functions:
45% Provide administrative support to the Director of Finance and Operations. Coordinate meetings, answer phone calls, open mail, type correspondence, manage the Director’s calendar, maintain various spreadsheets, and special projects as assigned.
20% Provide support for all other Director-level Business Office staff including the Director of Human Resources, Facilities Director, Controller and A/R and A/P accountants. Type correspondence, track non-faculty vacation/sick/personal days,assist Controller with the audit and various other duties as assigned, maintain vendor files, Business Office emails and mail vendor checks.
10% Serve as the point person for the Business Office. Greet visitors, answer phones and represent the Business Office in a professional manner with both internal and external customers. Order supplies, maintain office equipment for the department, sort and distribute mail for the Business Office
10% Process checks and make bank deposits
5% Manage the re-enrollment, process coordinating information between the Business Office and the Admissions Office
5% Assist academic department heads and faculty with purchasing
5% Other duties as assigned by the Director of Finance and Operations.
Post all Parent Association charges; book fairs, collectibles and bake sales, athletic apparel sales, lost keys, Afterschool, Conservatory of Music, etc.
Send reminder emails to parents on the 10thof the month
Manage Amazon, FedEx, Pitney Bowes, Staples, UPS, and Verizon accounts
Correspond with family members about their student account
Participate in an Excel course
Three years administrative assistant experience in a business environment
Familiarity with, and interest in the financial aspects of running an organization
Previous experience working for more than one person, with the ability to prioritize (Preferred)
Detail-oriented and thorough with strong organizational skills and the ability to manage multiple projects simultaneously
Proven interpersonal skills
Strong typing skills including excellent editing and proofing skills
Strong team player – willing to assist others as needed
Strong initiative and problem-solving skills
Strong computer skills including proven proficiency in Microsoft Excel and Word
Ability to occasionally lift up to 30 pounds
About Collegiate School
Collegiate School is a K-12 boys school of 630 students located on the Upper West Side of Manhattan. Founded in 1628, it is particularly known for the strength of its academic programs and community, and for the loyalty of its students and alumni. Collegiate faculty and staff share the values of collaboration, respect, and diversity in helping students develop into independent adults and responsible leaders.