Administrative Assistant for Information and Innovation & Student Safety, Gilman School, Baltimore, MD
Gilman School -
Baltimore, MD,
US
Administrative Assistant for Information and Innovation & Student Safety
Date Posted: 2024-06-01
Job description
Job Details
Level
Entry
Job Location
Gilman School - Baltimore, MD
Education Level
4 Year Degree
Job Category
Education
POSITION TITLE: Administrative Assistant
DEPARTMENT: Information & Innovation & Student Safety
SUPERVISOR: Director of Strategic Information & Innovation & Director of Student Safety Oversight
STATUS: Full Time
FLSA: Non-exempt (Hourly)
HOURS OF WORK: 7:30 AM - 4:00 PM
CLASSIFICATION: Non-Essential
LOCATION: On-campus
POSITION SUMMARY:
The Administrative Assistant in the Information and Innovation (I&I) Department and Student Safety & Well-Being departments support our drive toward technological, operational, and informational excellence. This role demands excellent technical and communication skills, attention to detail, and the ability to problem-solve effectively. Reporting directly to both the Director of Strategic Information and Innovation and the Director of Student Safety Oversight, the Administrative Assistant will handle diverse administrative tasks, coordinate complex projects, and adapt to shifting priorities. This is a 12-month, full-time, non-exempt position.
ESSENTIAL RESPONSIBILITIES:
QUALIFICATIONS:
Level
Entry
Job Location
Gilman School - Baltimore, MD
Education Level
4 Year Degree
Job Category
Education
POSITION TITLE: Administrative Assistant
DEPARTMENT: Information & Innovation & Student Safety
SUPERVISOR: Director of Strategic Information & Innovation & Director of Student Safety Oversight
STATUS: Full Time
FLSA: Non-exempt (Hourly)
HOURS OF WORK: 7:30 AM - 4:00 PM
CLASSIFICATION: Non-Essential
LOCATION: On-campus
POSITION SUMMARY:
The Administrative Assistant in the Information and Innovation (I&I) Department and Student Safety & Well-Being departments support our drive toward technological, operational, and informational excellence. This role demands excellent technical and communication skills, attention to detail, and the ability to problem-solve effectively. Reporting directly to both the Director of Strategic Information and Innovation and the Director of Student Safety Oversight, the Administrative Assistant will handle diverse administrative tasks, coordinate complex projects, and adapt to shifting priorities. This is a 12-month, full-time, non-exempt position.
ESSENTIAL RESPONSIBILITIES:
- Manage a busy, multiline phone system, greet office guests, and handle all department incoming and outgoing mail and shipments.
- Prepare and manage documents, primarily using Google Workspace (Gmail, Docs, Sheets, Slides, and Drive), and Microsoft Office (as needed).
- Support the Directors by managing emails and documents, assisting with budget and reconciliation reports, and coordinating tech support tickets.
- Assist in project scheduling and logistics, including capital projects, hiring processes, and system updates.
- Organize and schedule meetings in-office, off-site, and via videoconference (e.g. Zoom) using Google Calendar.
- Organize and maintain each department's digital filing system and documentation, including policies, procedures, internal databases, and resource materials.
- Collaborate across departments to ensure smooth operations and resolve technical issues.
- Participate in creative problem-solving with the I&I team Student Safety team.
- Manage inventory of office supplies and organize food deliveries for meetings.
- Support the team in maintaining a clean and organized office environment.
- Undertake additional tasks as assigned by the Directors.
QUALIFICATIONS:
- Demonstrated administrative experience, ideally in an IT or technology-related field.
- Exceptional interpersonal communication skills to effectively engage with colleagues, students, parents, and vendors in various mediums (in-person, written, verbal, etc.).
- High proficiency in Google Workspace and Microsoft Office, especially spreadsheets.
- Strong project management abilities, organizational skills, and attention to detail.
- Capable of prioritizing tasks effectively in a dynamic, educational environment.
- Familiarity with MacOS; Windows OS knowledge beneficial but not essential.
- Able to work both independently and as part of a team.