Administrative Assistant to the Associate Head of School for School Life

at  Mercersburg Academy

At Mercersburg, we value diversity and believe in cultivating a safe community where everyone is encouraged to be their authentic selves
Job Classification: Staff, Full-Time, 12 Month, Non-Exempt
Reports To: Associate Head of School for School Life

SUMMARY:

This position is responsible for shared administrative functions within the Academic Office and directly supporting the Associate Head of School for School Life. This position requires excellent skills in the area of office operations, including a strong aptitude in professional communication, public relations, and organizational abilities. The position demands the ability to manage multiple facets of an active environment and proficiency in Mac office applications and Google’s G-Suite.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent interpersonal skills and high level of professionalism, including dress, mannerisms, disposition, and verbal skills. Even-tempered.
• Ability to maintain a high level of confidentiality and discretion.
• Exceptional organizational skills with high attention to detail and judgment.
• Excellent written and oral communication skills.
• Self-starter with the ability to multitask.
• Ability to work efficiently with multiple interruptions.

MINIMUM QUALIFICATIONS:

• High school graduate; associate’s degree in business preferred or a minimum of three years of administrative office experience
• Strong proficiency in Mac platform and Google’s G-Suite

RESPONSIBILITIES AND DUTIES:

• Preparation and management of the Academic budget
• Approve transactions, submit transfers, request payments, analyze variances, initiating corrective actions. Ensuring that the expenses of the accounts managed do not exceed the allocated budget. An approval signature on a document means the budget manager has reviewed and is accountable for each transaction.
• Review End-of-the-year budgets with department heads to ensure that budgets are balanced. Work closely with the business office to ensure all endowed lines are correct and accounted for.
• Maintain and prepare the endowment report for the Main Endowment Schedule for the end-of-year report for the Assistant Head of School for School Life to finalize and process.
• Administer the ACT 195/90 program by preparing forms for the state, as appropriate.
• Prepare all prizes and awards for seniors and underclassmen.
• Post all activities/awards to tray cards for the current year.
• Prepare Faculty Summer Study documents, including letters, acknowledgments, and reports.
• Process travel requests and academic departments’ needs, including conference/seminar registrations, hotel accommodations, travel arrangements, and field trips.
• Plans, coordinates, and manages the Associate Head of School for School Life’s calendar and daily schedule. May attend meetings to take notes, as requested.
• All other duties as assigned by the Associate Head of School for School Life.

The conditions herein represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

• Environment: Work is performed primarily in an indoor/office environment where the noise level is quiet.
• Physical: Primary functions require sufficient physical ability and mobility to walk, stand, and sit for prolonged periods of time; ability to occasionally lift up 25 lbs.; to travel in all modes of transportation; sufficient manual dexterity and eye-hand coordination to operate office machinery.
• Vision: See in the normal visual range with or without correction to be able to see close, distance, and focus.
• Hearing: Must be able to talk or hear by telephone and in person