Administrative Assistant- Office of Community, Inclusion & Equity

POSITION TITLE:Administrative Assistant

DEPARTMENT:Community, Inclusion, & Equity (CIE)

SUPERVISOR:Assistant Head for CIE

STATUS:Full Time

FLSA:Hourly (Non-exempt)

HOURS OF WORK:7:30 AM to 4:00 PM (Monday to Friday)

CLASSIFICATION:Non-Essential

POSITION SUMMARY: Responsible for the overall administration and coordination of the Community, Inclusion, & Equity Office.

WHAT YOU WILL DO:

Administrative Responsibilities

• File, set-up, and manage electronic and physical files;

• Schedule calendars for Assistant Head of School for CIE (AHCIE), Director of Finney-Greene Program, and Director of Service Learning;

• Make and coordinate travel arrangements for AHCIE, Directors, and CIE sponsored student and faculty conferences and professional development;

• Create and modify documents, letters, memos, emails, presentations, and spreadsheets;

• Learn to use Veracross and Canvas (Gilman’s Student Information System and Learning Management System) to efficiently conduct program tasks;

• Manage CIE@gilman email;

• Order and maintain office supplies;

• Process all invoices, manage receipts, and update budget spreadsheets for CIE (including Finney-Greene Program and Service Learning Program;

• Answer and handle all telephone requests; forward to AHCIE those that need special attention; and

Community, Inclusion, and Equity Mission Responsibilities

• Plan, advertise, and promote diversity events while working with the Marketing and Communications team to organize communication of the school’s CIE activities (including the Finney-Greene and Service Learning Programs and Events) and initiatives on the school's website, social media, and other avenues;

• Coordinate event details for functions, such as school receptions, lunches, and meetings;

• Assist with data compilation for budget and reports as requested by Assistant Head of CIE;

• Project management for special events, creating and implementing improved event procedures, taking responsibility for the hands-on management of the entire project; and

• Assume high level of responsiveness to the needs of students in conjunction with CIE programs, mentoring, alliance and awareness clubs scheduling and registering for various events.

Event Planning and Project Management

These tasks should begin one month before the event and be monitored throughout until the completion of the event. Events include general CIE events, Finney-Greene Program events, and Service-Learning events. Daily action required to organize and keep event plan on track:

• Complete work orders for booking space and set up;

• Answer emails;

• Phone calls and emails to vendors, individuals involved in program, etc.;

• Monitor event invitations, RSVPs, evaluation, and follow-up

• Respond to individuals with questions, walk-ins, phone calls, and emails;

• Handle supply purchases; and

• Obtain proposals or bids for department.

Events

Responsible for the administrative tasks related to the following events:

• BEST/Finney-Greene Welcome Dinner, Making the Most of Gilman, Parent Holiday Reception, Parent Affinity Events, Martin Luther King Day of Service and end of the year Affinity Leader, Mentor, and Service Celebration, and other events as assigned
• Schedule and coordinate meetings to support parent leadership, prep, and day-of logistics for Gilman’s annual Cultural Arts Festival.

WHAT YOU WILL NEED TO SUCCEED:

• Excellent interpersonal skills;
• Strong written and verbal communication skills;
• Effective planning, coordinating, and organizational skills;
• Detail-oriented;
• Naviance and Veracross experience is preferred, but not required;
• Experience with Microsoft Office and Google Docs; and
• Ability to maintain confidentiality while handling sensitive information.

COMPENSATION AND BENEFITS:

We are committed to transparency and supporting our employees' well-being. For this role, we offer a competitive hourly range of $30-$33, based on experience and qualifications. In addition to the annual salary, Gilman School offers a comprehensive benefits package that includes medical, dental, and vision insurance, as well as life insurance, critical illness and accident coverage, and both short- and long-term disability. We offer a 403 (b) retirement plan with an employer match to help you plan for the future. We also believe in the importance of work-life balance. Our time-off package includes two weeks of paid vacation, seven sick days, and annual winter and spring breaks. At Gilman School, you'll find a supportive environment where you heatlh, wellness, and professional development are valued.

EOE

Gilman School is an equal opportunity employer and educator who fully and actively supports equal access for all qualified applicants, regardless of race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability status, Genetic Information or Testing, Family and Medical Leave, protected veteran status, or any other characteristic protected by law. We prohibit retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint, or otherwise oppose discrimination.