Science Division Assistant

Salary Range : $23.75 - $25.18 per hour

Phillips Academy seeks a division assistant to support the work of the Science Division Chair and approximately thirty faculty members. The assistant provides essential administrative, clerical, and organizational support to faculty, staff, and students and plays a key role in daily operation of a busy academic department. The successful candidate will be highly organized, attentive to detail, and enjoy working in a collaborative and student-centered environment.

Strong communication skills, comfort with technology, and the ability to manage multiple priorities in a setting with frequent interruptions is required. This is an academic year position, 15 hours per week, Monday‑Friday, 8:15am‑11:15am.

Strong communication skills, comfort with the MS Office 365 suite of applications, and ability to manage multiple priorities in a setting with frequent interruptions.

• Office Coordination and Operations

  • Coordinate daily operations for the division.
  • Order and maintain office supplies.
  • Monitor copier and printers, including refilling paper and addressing repairs.
  • Anticipate faculty needs and submit work orders as required.

• Financial and Budget Support

  • Assist in departmental budget processes and planning.
  • Monthly posting of budget updates on Teams.
  • Create and submit expense reports for the department chairs.

• Science Study Center and Tutor Oversight

  • Help coordinate tutor section and scheduling.
  • Manage faculty sign‑ups.
  • Track student attendance.

• Faculty and Student Communication

  • Post relevant announcements and information for students on PANet.
  • Draft and distribute weekly announcements to faculty.
  • Contact person for the division to students, faculty and guests.

• Faculty Appreciation and Community Building

  • Plan faculty events in the fall and spring.
  • Organize birthday celebrations, food for division meetings, and gifts for departing colleagues.

• Division Head Support

  • Assist in scheduling meetings with students, faculty and prospective teaching candidates.
  • Coordinate scheduling and planning for external department reviews.
  • Weekly meetings with the division head.

Phillips Academy is an equal opportunity employer. Phillips Academy is an intentionally diverse and inclusive residential community “committed to creating an equitable and inclusive school in which students from diverse backgrounds, cultures, and experiences—including race, ethnicity, nationality, gender, socioeconomic class, sexual orientation, gender identity, religion, and ability—learn and grow together.” The ideal candidate supports the inclusive and diverse nature of the community.

Any offers of employment will be contingent upon successful CORI/SORI, ADP (RMV) and fingerprinting background checks as well as unrestricted authorization to work in the United States.