Divisional Administrative Assistant

The Albuquerque Academy is seeking an individual for the position of Divisional Administrative Assistant. This position is responsible for performing administrative support duties for the Division Head, faculty, staff, students, and parents. Responsibilities include fielding calls, scheduling meetings, making appointments, preparing reports, providing customer service, and receiving and directing visitors. The Administrative Assistant also handles word processing, filing, and the maintenance of accurate daily attendance records.

Strong candidates are attracted to our mission and are eager to work with young people, and they see themselves as engaged community members.

All employees at Albuquerque Academy approach their work in accordance with the values in our mission and in a spirit of kindness, professionalism, generosity, and civility to all members of the community. Our community norms, listed below, underlie our school culture, and all community members are expected to commit themselves fully to them.

• Value and respect the diverse contributions of each person in the community.
• Assume positive intent and inquire if you are left with questions or concerns.
• Engage in face-to-face direct conversations; be clear, open, and honest in your conversations.
• Be present and participate.

Albuquerque Academy seeks to maintain a diverse and energetic staff to work on campus. We encourage applications from groups traditionally underrepresented in independent school communities. The position is open until filled, and applicants are asked to submit a letter of interest and resume along with their online application. Please explain why Albuquerque Academy is the right fit for you and detail your passion for the position.

• Provide administrative support for the Division Head.
• Maintain the Division Head’s electronic calendar.
• Provide customer service for students, parents, and members of the greater Albuquerque community.
• Provide occasional administrative assistance to the Dean(s) of Students and faculty.
• Prepare and distribute communication to the community (Weekly bulletins, Welcome Back letters, New Student letters, etc.).
• Collate and e-mail daily attendance to the division.
• Receive and deliver student messages from parents, faculty, staff, etc.
• Locate and retrieve students from class who are being signed out of school.
• Deliver daily messages and passes to students.
• Prepare, distribute, and file miscellaneous forms and paperwork.
• Maintain student permanent files and discipline files. Log and keep track of electronic device offenses.
• Manage correspondence via academic review letters, discipline letters, attendance letters, letters of concern, general information (divisional) letters to parents, and memos to faculty.
• Arrange and coordinate important school events such as New Student Orientation, 6-7 Ice Cream Social, 8th Grade Orientation, Parents’ Night, Awards Ceremonies, new student visits during the fall and spring semesters, Senior/Faculty Luncheon, Senior Project Showcase Dinner, and Commencement.
• Answer the main AA switchboard phone line and forward calls as needed.
• Perform occasional committee work.
• Administer parent mailings.
• Maintain confidentiality.
• Support the school and its mission, always maintaining a high degree of professionalism.
• Prioritize the importance of routine daily tasks alongside tasks that arise throughout the day.
• Foster and maintain a culture of mutual respect, equitable practice, and joy.
• Demonstrate cultural competence and communicate and collaborate effectively across differences.

• Welcome and direct guests and visitors.
• Prepare and reconcile monthly AA business card expense reports for self and the Division Head.
• Prepare & maintain bulletin boards.
• Run forms for the upcoming school year, including those for sign-in, daily absences, messages, and passes.
• Assure all emergency records are in by the first day of school.
• Coordinate, enter in computer, and post adviser/family head selections.
• Prepare systems and divisional distribution lists; enter, update, and maintain accurate records and distribution lists in Veracross.
• Create locker assignments, lists, and labels.
• Procto…