Administrative Assistant to the Athletic Director / School Receptionist

Job Overview

As the primary telephone contact with Hamden Hall Country Day School, answers the phone and gives appropriate information to caller or routes the call to the appropriate staff person or office in a welcoming manner. Greets and directs visitors in the same manner. Interacts with department heads, school employees, parents, students and the general public regarding various aspects of the Main Office. Supports the Athletic Director in the daily management of the Athletic Office. Assists the Athletic Director in a wide range of tasks. Assists the Directors of Summer Academy and Summer Camp.

Requirements

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required to perform these essential duties. This list is intended to be illustrative, but not exhaustive. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this job, unless those accommodations would impose undue hardship upon the school.

COMMUNICATION SKILLS: Ability to communicate clearly on the telephone. Ability to compose correspondence in English. Ability to effectively present information and respond to questions from school employees, parents, students and the general public.

OTHER SKILLS AND ABILITIES: Responsible for use and instruction of all office equipment.

CONFIDENTIALITY: All Hamden Hall employees must continually be aware of the need to ensure that the privacy of our students, parents, employees and alumni is not violated. Therefore, this position includes the responsibility of the employee to refrain from discussing confidential matters pertaining to specific individuals with anyone other than those who need to know such information and who have legal permission to do so.

Responsibilities

School Receptionist

• Answer all telephone calls and direct them to administrators or faculty members.
• Assist faculty, students and parents association with various copying jobs and questions.
• Responsible for contacting telephone company when service is needed.
• Responsible for all copy machines (order supplies, meter reads, fixing jams and calling service when needed).
• Order supplies for teachers and office.
• Copy final and mid-term exams and store them until needed.
• Answer all camp calls prior to camp, assist with applications, mail brochures and necessary insurance/medical forms.
• Responsible for cum-laude dinner R.S.V.P.'s.
• Responsible for assisting parents with advisor appointments.
• Sort incoming faxes.
• Copy all Medical Emergency Forms for grades 7-12 and make sets for business to send to printer to have books in all vans and buses for emergency. Make additional sets for nurse, MS/US office, attendance office and business office.
• Responsible for getting telephone messages for students in grades 7-12 and help with messages for lower school students when Head of School's Assistant is not available.
• Pull emergency forms for all class trips in grades 7-12 and make copies for chaperones. Do same for all teams so that each coach has a copy. This is done for every sports season.
• Respond to voicemails and emails.
• Assist bus companies and relay messages when buses are late or if any other problem occurs and let director of transportation know and if not available an administrator.
• Shred tests and all confidential documents for teachers.
• Order supplies for faculty room and maintain a clean and organized space.

Administrative Assistant to Athletics

• Download athletic schedule and confirm all games with various schools.
• Check on arbiter and make sure officials were assigned for each athletic contest and contact assignors of any changes or problems such as game cancellations due to weather.
• Fill out official forms weekly for all officials that were assigned to our games with proper information, name and address and dollar amount so we can process payments.
• Assist athletic director with check request forms for athletic bills and league dues.
• Do mailings for athletic department.
• Responsible for getting someone for clock and timer for all basketball games and completing a check request form listing all the games each one did at end of seasons and tallying it up so they can be paid.
• Send out email reminders to all assigned to clock and timer weekly.

Pay: $28.00 - $30.00 per hour

Work Location: In person

Salary : $28 - $30