Administrative Office Coordinator

Reports to: Chief Financial and Operating Officer

100% FTE, Start date of July 1, 2019 or sooner

Located in the Presidio of San Francisco, The Bay School is an independent, college preparatory high school committed to providing its 375 students with a challenging, innovative curriculum and a collaborative, supportive community. Our flexible, open-minded staff and faculty members foster and model curiosity, critical thinking, intentionality, good humor and respect for diversity. As co-builders of a young high school, they contribute to an impactful community. Our campus also serves as headquarters for the CATDC (California Teacher Development Collaborative).

The Bay School does not discriminate on the basis of race, color, religion, gender identity, national origin, ancestry, sexual orientation, age, or any other characteristic protected by law. We are committed to having a faculty and staff and a student body that reflect the diversity of the Bay Area. We strongly encourage candidates of color to apply.

For more information about The Bay School, including Bay’s official school profile that includes an overview of the campus and facilities, student body breakdown, academic highlights and college placements, and mindfulness, please visit our website at https://www.bayschoolsf.org.

The Bay School seeks an Administrative Office Coordinator. The Coordinator is integral to the smooth running of the school’s daily operations, including overseeing one of two school front desks and serving as a partner to the Front Desk Coordinator. Essential operational support is provided to help maintain various school systems.  This position partners with the Business Office and Dean of Faculty Office, providing logistical and organizational support. The Coordinator’s role is broad and requires a highly collaborative, process-oriented skill set.  Primary responsibilities fall under the support of the Business office and the Dean of Faculty office.

Responsibilities

Admin Desk and with the Front Desk Coordinator

• Provide coverage at the Administrative Desk as the primary responsibility, ensuring a consistent positive presence for employees, students, visitors, and community members;
• Provide coverage for the Front Desk Coordinator including daily lunch breaks, periodic smaller breaks, one half-day per week, and on an as-needed basis;
• Serve as the primary substitute in the absence of the Front Desk Coordinator;
• Partner with the Front Desk Coordinator as needed around relevant systems including visitor access and general security matters;
• Serve as the main contact person for students wanting to utilize the infirmary while keeping the infirmary organized including the maintaining of medical supplies and school first-aid kits;
• Maintain employee roster, assist with the internal master calendar, and support student attendance taking as needed.

With the CFOO/Business Office

• Attend operations team meetings with the CFOO, Front Desk Coordinator, Facilities Department, and Business Office;
• Maintain 3rd-floor copy room and 1st-floor mailroom, including disbursing the daily mail;
• Order and maintain all office supplies, including faculty art boxes, and other related organizational projects;
• Maintain 4th-floor kitchen including once a month cleaning and ordering/organizing of supplies;
• Maintain essential office technology for general school use including school copiers and postage machine;
• Manage Corodata file, and schedule shredding;
• Provide support for school credit card reconciliation;
• Provide project support for the Emergency Preparedness Team;
• Provide project support for the CFOO and the Business Office as needed.

With the Dean of Faculty

• Post all open Bay faculty positions as part of the hiring process;
• Manage the organization and scheduling for academic hiring processes, including the creation of interview schedules and scheduling of transportation and lodging logistics;
• Oversee the procurement and system of internal faculty subs, including securing coverage and tracking service;
• Track faculty sick and personal time off for reporting to the Business Office;
• Support faculty and staff appreciation projects, including staffulty appreciation weeks and facilitating the monthly PGA appreciation for all-employee staff meetings;
• Provide project, logistical, and calendaring support as needed.

The ideal candidate:

• Finds resonance with The Bay School mission and philosophy
• Has significant experience with Google Suite, calendaring, ordering processes, and professional customer service
• Is highly organized, detail-oriented, and able to communicate with a variety of people
• Possesses outstanding interpersonal and cross-cultural communication skills
• Values both collegial collaboration and feedback as a means to improve their work and the systems with which they work
• Is able to think quickly and manage tasks in a fast-paced work environment
• Thrives when given varied tasks and projects
• Has professional pride in administrative work and sees its importance to the strong functioning of an organization
• Is able to maintain equanimity and good humor with demands from multiple constituencies
• Is committed to anti-bias and equity work, both personally and professionally
• Values mindfulness as a practice
• Commits to ongoing professional growth
• Enjoys being in a high school community

Bay offers a salary commensurate with experience and a competitive benefits package. To apply, please send a cover letter stating your interest and highlights of your experience along with a resume to Katie Koene at kkoene@bayschoolsf.org. Candidates may be subject to background checks. Start date July 1, 2019 or sooner; consideration of candidates to begin immediately.