The Opportunity:

Carolina Friends School is seeking a full-time Lower School Administrative Assistant beginning in August 2024. The successful candidate will join a Lower School team committed to developing a vigorous, student-centered, and mission-driven curriculum. The Administrative Assistant supports and assists the Lower School Head Teacher and staff in a variety of areas. As the first point of contact between the Lower School and the wider community, the Lower School Administrative Assistant must take joy in welcoming and assisting people in myriad and unpredictable ways. The successful candidate will demonstrate excellent organizational and communication skills, consistent flexibility, and initiative.

The position is non-exempt for purposes of wage and hour law compliance.

Strong candidates will demonstrate:

• Ability to multitask and prioritize in a fast-paced environment while maintaining a friendly and helpful demeanor
• Familiarity and comfort with relational databases, spreadsheets, shared electronic calendars, and Google Drive
• Excellent writing and editing skills
• Flexibility, energy, and enthusiasm for taking on a variety of tasks, along with a sense of humor
• Ability to plan and execute events
• Ability to work with diverse constituents and colleagues and interact collaboratively in an educational community committed to diversity and inclusion
• A willingness to understand how power and inequality, influenced by factors such as race, class, gender, sexuality, and learning and physical disabilities, impact our students, families, and colleagues
• An understanding of and strong affinity for Quaker philosophy and the School’s mission
• Ability to work occasional extended hours and weekends

The Responsibilities:

Ongoing responsibilities:

• Assist the Head Teacher in supporting them in the completion of their work
• Coordinate providing information to the Communications Coordinator for the school website and other communications
• Maintain the Lower School staff shared drive to organize internal documents
• Order necessary supplies (e.g., copier, paper, instructional materials, etc.), ensuring adequate levels are maintained
• Track Lower School expenditures
• Collect, sort, and deliver Lower School mail
• Train and manage Upper School student teaching assistants who serve in the Lower School
• Administer minor first aid and maintain first aid supplies and facilitate transfer to School Nurse when appropriate
• Conduct regular fire and safety drills
• Provide general clerical functions/operate computer and standard office equipment
• Answer the Lower School office phone; take and distribute messages as needed
• Promote and share responsibilities for Lower School duties (recess, kitchen, etc.)
• Set up and maintain Lower School electronic calendars for staff and families
• Submit and track facilities and technology needs
• Maintain a list of substitute teachers and obtain substitutes when teachers are absent
• Maintain a comprehensive list of volunteers and direct as needed
• Participate in all-staff requirements such as staff meetings, professional development days, staff retreat, etc.
• Maintain Lower School attendance records

Episodic or intermittent responsibilities:

• Track the submission of permission and emergency forms for each student
• Assist with schedules, forms, lists, supplies for the start of School, materials for staff’s return, and Lower School Open House
• Coordinate applicant visits with admissions staff, welcome visiting students, and maintain applicant information and visit feedback
• Help organize special events and celebrations with staff and volunteers
• Schedule and coordinate school photos
• Maintain database of student records and classroom/group assignments; prepare reports as requested
• Maintain student permanent and confidential records
• Organize and maintain registration and records for Interest/Discovery Groups
• Manage schedules for shared spaces (e.g., multi-purpose room, etc.)
• Organize logistics for speakers, visitors, job candidates, and other guests
• Substitute in classrooms or for recess duty as needed
• Assist with end-of-year tasks, including student report editing, sending, transferring, archiving, and preparing the School for summer programs
• Schedule and train/orient Lower School substitutes

Long-range projects:

• Further the development of the Lower School website and handbook
• Update and organize all administrative files in the LS shared Google Drive
• Assist the Head Teacher in identifying long-range projects that will support staff and help plan and implement those projects

How to Apply:

Interested candidates should submit, in one complete PDF file, the following to jobopenings@cfsnc.org, with LS Administrative Assistant indicated in the subject line:

• Cover Letter
• Resume
• Names and contact information for three references.

Review of resumes will begin immediately and continue until the position is posted. CFS reserves the right to close the recruitment at any time. Candidates are encouraged to apply as soon as all materials can be compiled.

APPLICANTS: Please review the Who We Are, Commitment to Diversity and Inclusivity, and Important Information for All Applicants sections on the CFS employment opportunities page.

CFS is an equal opportunity employer in both policy and practice.