Operations Administrative Assistant

Cape Henry Collegiate seeks a highly organized, detail-oriented, and proactive Operations Administrative Assistant to support the daily functioning of the School’s Operations Department, including facilities, security, auxiliary programs, mail services and office logistics. Under the direction of the Director of Operations, this position provides critical administrative, logistical, and coordination support that ensures the smooth and efficient operation of campus systems.

This role interacts regularly with internal staff, outside vendors, and service providers and requires strong organization, discretion, and the ability to manage multiple priorities in a fast-paced environment. This is a full-time, 12-month position.

Primary Responsibilities

Operations & Facilities Support

• Provide administrative support to the Director of Operations and facilities team.
• Maintain and actively monitor the work order system by tracking open requests, including aging status, progress, and resolution timelines, and ensuring timely follow-up with facilities staff and contractors.
• Update work orders in real time following contractor visits or completion of work, including verifying status changes, documenting service activity, and ensuring accurate closure of records.
• Support the maintenance of accurate asset records by updating system information as repairs, replacements, or inspections are completed.
• Track facilities & operations-related invoices, purchase orders, and vendor documentation.
• Maintain organized records for ongoing projects, preventative maintenance, and capital improvements.

Mail Services & Office Support

• Manage incoming and outgoing mail and package flow, including sorting, distribution, and documentation of any incoming payments.
• Prepare outgoing domestic and international shipments via USPS, FedEx, UPS, and other carriers.
• Maintain stationary, copier and postage inventories and place replenishment orders as needed.

Visitor & Campus Coordination

• Manage campus credentialing processes, including issuance of trustee and event-specific badges, VIP/contractor identification, and other designated credentials.
• Maintain and archive visitor logs and support contractor/vendor compliance tracking.
• Update and maintain campus safety materials, including red cards and campus maps, ensuring accuracy for school operations and events.
• Coordinate operational support details for campus functions, including timelines, access, signage and communications.
• Ensure emergency boxes and associated supplies are inspected monthly, fully stocked, and maintained in working condition.

Auxiliary Programs

• Provide administrative and systems-based support for Auxiliary Programs, including accurate maintenance of registration records and participant data.
• Maintain organized digital and physical records related to program participation and compliance, including required Department of Education (DOE) documentation for summer programs.
• Assist with formatting, proofreading, and preparation of internal communications and program materials as directed.

General Administrative Support

• Prepare reports, spreadsheets, and operational documentation to support decision-making and department tracking.
• Maintain organized and accurate digital and physical filing systems across operational functions.
• Support communication with vendors, families, and internal stakeholders as needed.
• Assist with invoice coding and purchasing card reconciliation.
• Perform other related duties as assigned.

Qualifications & Skills

• High school diploma required; associate’s degree or relevant administrative experience preferred.
• 2 years of experience in administrative support, operations, facilities coordination, or a similar role.
• Strong organizational skills with the ability to manage multiple systems and deadlines simultaneously.
• High attention to detail and accuracy in tracking financial and operational data.
• Strong proficiency in Microsoft Office (Excel, Word) and Google Workspace.
• Experience with work order systems, database tracking, or purchasing systems strongly preferred.
• Ability to communicate professionally with vendors, staff, and leadership.
• Demonstrated ability to maintain confidentiality and handle sensitive operational information.

Core Competencies

• Operational reliability and follow-through
• Strong organizational and systems management skills
• Accuracy in documentation, tracking, and reporting
• Professional communication with internal and external stakeholders
• Problem-solving and initiative within defined parameters
• Ability to maintain confidentiality and exercise discretion
• Comfort working in a fast-paced, service-oriented environment

Physical Requirements

Prolonged periods of desk-based work with occasional walking, standing, bending, and light lifting (e.g., files, supplies, packages). Reasonable accommodations may be made.

The School's mission is to know, value, and challenge each student. We commit to building a diverse and inclusive community. We seek to graduate independent thinkers and globally aware citizens. Cape Henry Collegiate is committed to building a diverse and inclusive community and strongly encourages applications from minority candidates.