Administrative Assistant to the Upper School

The Episcopal School of Dallas
Dallas, TX United States

Purpose:  The Administrative Assistant to the Upper School provides administrative support to the Head of Upper School, the administration, teachers, staff, parents, and students. This individual also plays a vital role in school communications and events.

Essential Functions:

Responsibilities to the Head of Upper School and Assistant Head of Upper School

  • Manage all the day-to-day functions of the Upper School Office
  • Attend Calendar meetings on behalf of the Upper School
  • Support and oversee both calendars – scheduling meetings and events as needed
  • Assist with written communications – both proofing and drafting
  • Relaying phone messages
  • Assist with the tracking of behavior incidents and issuance of before and after school detentions
  • Develop and distribute daily announcements and schedule – The “Head’s Up”
  • Manage the detention hall lists – particularly assignments and attendance
  • Partner with the Attendance Officer to track student tardiness and dismissals
  • Manage the proctored study hall list throughout the year
  • Assist with the coordination of the student drug testing program
  • Liaison between Division Head & Human Resources for Employee Recruiting, Hiring, and Performance Management
  • Schedule Interviews, coordinate site visit agendas and travel arrangements
  • Welcome outside guests (parents or providers) when on campus for meetings and events

Responsibilities to the Faculty/Staff of the Upper School

  • Manage the before-school and after-school testing calendar
  • Coordinate Back to School Night and Parent Conferences
  • Manage teacher “duty” assignments  – chaperone coverage for spaces during meals, Flex, and unstructured times
  • Maintain faculty absence records in AESOP
  • Coordinate all teacher/classroom observations

Responsibilities regarding substitutes and tutors

  • Manage substitute scheduling via Frontline Management/Aesop
    • Coordinate the assignment of substitute coverage for faculty/staff – this includes the potential for spot coverage in certain situations.
  • Maintain tutor contact information including tutors’ areas of expertise
  • Maintain updated substitute list for Department Chairs and faculty
  • Manage sign-in book and name tags for tutors and substitutes
  • Obtain last-minute substitutes as needed

Responsibilities to the Students

  • Deliver messages (from parents, counselors)
  • Relay appropriate correspondence from Head of Upper School or Assistant Head of Upper School
  • Ability and willingness to help resolve issues or direct students to appropriate personnel
  • Coordinate meetings regarding student academic concerns with families and Head of Upper School
  • Schedule meetings with incoming 10th – 12th graders, their parents, and the Head of Upper School
  • Coordinate students’ Class Evaluations for Teachers
  • Information to the Technology Department for the Survey Monkey program
  • Schedule within the parameters of the test calendar, teachers’ schedules, school calendar, and computer lab availability
  • Proctor students
  • Copies of evaluations to the Head of Upper School, Department Chair, and teacher

Responsibilities for Upper School Lounge

  • Assist with the maintenance of students’ files
  • Manage supplies including all classroom-related supplies (markers, dry-erase, pens, etc.)
  • Assignment of teachers’ boxes
  • Oversee Copier and Scantron machine
  • Coordinate the use of the faculty workroom for events (parent appreciation breakfast, etc.)

Special Events and Programs

  • Honors Assembly
  • Schedule grade-level meetings to select award’ recipients
  • Maintain spreadsheet with nominations for deans to use during the selection meetings
  • Correspond and coordinate with presenters, colleges, and suppliers of awards
  • List of setup details for Facilities and Event Coordinator
  • Write final blurbs and presentation books for Head of Upper School and their assistant
  • Print individual certificates for awards’ recipients
  • Buy all gifts, wrap for presentations
  • Bring and pick up trophies to the engraver
  • Notification to the Development Office
  • Congratulatory letters to recipients’ and their parents with awards’ blurbs
  • Communication with Head of School and chaplain
  • Pass It On Ceremony
  • Requests from seniors for 8th grade “buddies”
  • List of setup details for Facilities
  • Supply of candles and paper protectors from the Altar Guild
  • Communication with the Dean and Head of Middle School, the chaplain, and the 8th grade team leaders
  • Notification to the Development Office

Junior Ring Ceremony

  • Individual cards printed and signed by Head of School
  • Arrangements with Balfour for delivery of rings
  • Ring board information to the “helper” mom of a junior
  • Notification to the Development Office

Cum Laude

  • Rehearsal information to participants
  • Print pew bulletin
  • Invitations to parents
  • Occasional lifting, carrying, pushing, and/or pulling.
  • Generally 40% sitting, 40% walking and 20% standing.
  • Room temperature variations
  • Generally hazard free environment.
  • Discussion with Sage about the reception

National Merit Scholarship Program Awards.

Contact Information

Please apply through the following link.