St. Mark’s Morning Receptionist and Administrative Assistant to the Head of School and Business Office is a crucial position for the effective operations of St. Mark’s Episcopal School. While this position encompasses many different duties, its primary function is greeting our community and supporting administrative needs.

Duties:

Morning Receptionist:

• Arrive at 7:15 AM to turn on phones, greet faculty, and check in peace officers
• Receive all guests, faculty and staff, students, vendors, and others in a personal way and be sensitive to how demeanor is reflective of the School
• Ensure campus security by directing all visitors to sign in and/or carry a visitor badge
• Quickly adapt to changing needs and rising situations, communicating necessary information to the Director of Operations in a timely manner
• Promptly answer all calls, be knowledgeable about campus activities to answer questions, and direct callers to the appropriate person
• Maintain a clean and welcoming space at the front desk 
• Manage and restock lounges with coffee and supplies, assuring lounges remain neat and clean
• Manage copier supplies and report maintenance issues to the IT Department
• Coordinates Front Office staffing and enrolls others to assist as needed
• Communicate maintenance emergencies to Facilities team
• Sort and maintain Lost & Found items
• Support the daytime receptionist with the following duties:
  • Provide lunch and break coverage
  • Receive items dropped off by parents and ensure they reach their destination
  • Make teacher copies upon request

Duties after 9:30 AM:

Head of School Support:

• Effectively and promptly manage the Head of School’s calendar
• Foresee calendar issues and assure Head of School is prepared for the day's meetings
• Plan and execute Head of School’s events including those held in the Head of School residence, Leadership Team meetings, Retreats, and monthly All School Meetings
• Coordinate Head of School’s travel and conference arrangements and assist others if needed

Business Office duties:

• Administrative support of the Director of Operations as needed including maintaining electronic files, purchasing supplies, organizing meals and events, and other duties.
• Accounts receivable
  • Manage tuition, athletic fees, and other uploads into tuition management software
  • Research and respond to parent questions
  • Follow up on past-due accounts
  • Make bank deposits online and in person under the supervision of the Controller
• Accounts payable
  • Process invoices assuring proper coding and approvals
  • Enter invoices into Financial Edge accounting software
  • Manage school’s credit card purchasing, including gathering receipts, coding assistance, etc.
  • Complete weekly check runs, including procuring the signing, scanning, and mailing checks under the supervision of the Controller
  • Manage filing of vendor contracts and COIs
  • Assure W-9s are on file for all vendors 

Knowledge, skills, and experience

• Working knowledge of the following software and products:
  • Microsoft Office
  • Google Office Suite
  • Adobe Acrobat Pro
  • Knowledge of Blackbaud products including Financial Edge and Tuition Management is a plus
• Work experience as an executive assistant preferred
• Exposure to accounts payable is required
• Knowledge of independent school settings preferred
• Confidentiality and sensitivity are required

Acknowledgments

In the event you are invited for an interview, the following items are required for further consideration:

• A copy of your college transcript.
• A completed and signed Background inquiry release. This is a criminal check that is required of all employees by the Episcopal Diocese of Texas. St. Mark's Episcopal School will provide this document to you.
• Evidence of citizenship or a legal work permit.

I CERTIFY THAT THE INFORMATION I HAVE LISTED IS CORRECT. I FURTHER UNDERSTAND THAT ADDITIONAL INFORMATION MAY BE REQUIRED AND THAT THE SUBMISSION OF THIS APPLICATION DOES NOT GUARANTEE AN INTERVIEW OR JOB OFFER. I UNDERSTAND THAT ST. MARK'S WILL KEEP MY APPLICATION ON FILE FOR ONE YEAR.

WE ARE AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER.

I understand that the School is committed to providing equal opportunity in all employment practices, including but not limited to selection, hiring promotion, transfer, and compensation to all qualified applicants and employees without regard to age, race, color, national origin, sex, religion, handicap or disability, or any other category protected by federal, state, or local law.

I authorize former and present employers, and professional, work, and personal references listed in the application and any other individuals I may name, to give the School or its designee any and all information concerning my previous employment and any pertinent information they may have, personal or otherwise and release such parties from all liability for any damages that may result from furnishing same to the School. I also authorize the School to provide truthful information concerning my employment with it to future employers and I agree to hold it harmless for providing such information.

I understand that the School reserves the right, to the extent permitted by law, to require drug and alcohol screening tests of an applicant or an employee either prior to employment or any time during employment and I hereby give my consent to any such tests. I consent to the release of the results of any such tests to the School or its designee. I release the School and its designee from any and all liability and damages which may result or arise from any drug test or the provision of information in connection with such a test.

I understand that this employment application and any other School documents are not promises of employment. If I am hired and not employed pursuant to a contract of employment that contains a specific duration of employment, I understand that my employment will be on a trial period for ninety (90) days from the date of my hiring and that I will remain an at-will employee thereafter. I further understand that, if I am employed, I can terminate my employment at any time with or without cause and with or without advance notice, and that the School has a similar right. I understand that no manager, representative, or agent of the School has any authority to enter into any agreement for employment for any specified period of time, or to make any agreement contrary to the foregoing, except that the Head of School may do so in writing. If I am hired under a contract, the contract will control the terms of my employment.

The information given by me on this application and during the interview process is true and complete in all respects, and I agree that if the information is found to be false, misleading, or unsatisfactory in any respect (in the School’s judgment) that I will be disqualified from consideration for employment or subject to immediate dismissal if discovered after I am hired.

THIS APPLICATION WILL BE CONSIDERED “ACTIVE” FOR A MAXIMUM OF ONE YEAR. IF YOU WISH TO BE CONSIDERED FOR EMPLOYMENT AFTER THAT TIME, YOU MUST REAPPLY. DO NOT SIGN UNTIL YOU HAVE READ AND UNDERSTAND THESE STATEMENTS.

By completing this application, I am acknowledging that I have read and accepted the statements above.