Upper School Administrative Assistant
Hillbrook School – San Jose, CA
Start Date: June 2024
VISION: Inspire students to achieve their dreams and reach beyond themselves to make a difference in the world.
MISSION: Hillbrook provides an extraordinary educational experience that fosters a love of learning in our students and helps them develop the knowledge, skills, and confidence to achieve their highest individual potential in school and in life. At Hillbrook, students are known, respected and valued as individuals and every day is a journey of self-discovery, imaginative thinking, creative problem solving, laughter and friendship.
CORE VALUES: Be kind. Be curious. Take risks. Be your best.
The Position: What Will You Do & How Will We Collaborate
The Upper School Administrative Assistant ensures the smooth operation of the upper school by providing high-level administrative support. They coordinate, schedule, research, compile, and analyze information for the Head of Upper School. Additionally, they support the schedule of the Director of College Counseling and the Director of Athletics. The Administrative Assistant serves as a source of information for students, families, employees, and visitors. The Administrative Assistant is a trusted partner maintaining confidentiality around highly sensitive information, always exhibiting the highest level of professional integrity.
The Hillbrook Employee: Who Are You
Do our Core Values – Be kind. Be curious. Take risks. Be your best. – align with how you show up as an educator? Are you committed to building and bridging inclusive communities? Do you believe learning should be an active and relational process? Do you enjoy nurturing and maintaining best practices and continuity of programs, while also evolving programs in response to new information? Is equity and impact at the forefront of what you do? Are you entrepreneurial? Do you thrive in small collaborative environments? Do you seek opportunities for interdisciplinary, experiential learning? Do you believe that students are capable changemakers at any age and stage? A Hillbrook employee will emphatically say yes to each of these questions.
Specific Duties and Responsibilities
- Report to Head of Upper School
- Participate actively and positively in a collaborative employee culture that is committed to being at the leading edge of JK – 12th grade education.
- Provide support to the Upper School divisional in the following ways:
- Understand and anticipate the Head of Upper School’s needs regarding preparation for and scheduling of all activities
- Support Director of College Counseling and Director of Athletics with calendar management, event planning, and operational details
- Anticipate and monitor constituent relationships to identify opportunities for the Head of Upper School, Director of College Counseling, and/or Director of Athletics to maximize presence within the community
- Lead the preparation and scheduling of major division events
- Coordinate all major testing and assessments
- Support in managing the school’s Master Calendar, including resolving scheduling conflicts
- Attend meetings with the Head of Upper School to take notes, support in the development of action items, and ensure the next steps are followed through.
- Manage the Student Information and Learning Management System, including:
- Manage student absences, including parent and teacher communication
- Coordinate the staff input of progress reports, the archival of reports, and the release of student reports to families and to next schools
- Creation of classes on LMS
- Enrollment of students in LMS
- Maintain Upper School staff attendance records and report to Business Office for payroll
- Manage logistics of the hiring process
- Assist the transportation department with bus and shuttle schedules.
- Assist with implementation of new staff, student, and family orientations
- Support staff and faculty by filling supply orders and consumable orders
- Manage/maintain basic office supplies, coffee, and water
- Serve as the main touch point in the front office in the following ways:
- Be the first point of contact for all family and community questions
- Greet and check-in all visitors
- Answer all incoming calls
- Sort all mail and maintain mailroom and shared spaces
- Place toner orders and service requests for copiers
- Support School Nursing:
- Act as point person for Magnus Health System, partnering with Health Coordinator
- Serve as back-up to Health Coordinator, administering basic first aid to students, staff and visitors, as necessary
● Demonstrated experience in supporting an executive
● Positive social skills with parents and children
● Strong interpersonal communication skills
● Effective written communication skills
● Computing skills in Google Suite and Microsoft Office
● Experience with Student-Information Systems
● Capacity for multi-tasking, flexibility, and problem-management
● Evidence of successful work on teams
● A commitment to anti-racism and demonstrated skill designing equitable and inclusive educational experiences and learning environments that incorporate themes of diversity and justice
● Desire and ability to work in a collegial, highly collaborative environment
Diversity, Equity, Inclusion, Justice, & Action
As noted in our Commitment to Community & Belonging, we strive to reflect the extraordinary diversity of Silicon Valley, believing that educational excellence and equity depend on the creation of a diverse and inclusive community where all students, families and employees feel a full sense of membership. To live up to our DEI Teaching Philosophy Statement, all employees contribute to developing culturally competent students and building an educational institution committed to social justice and reaching beyond. We offer a wide range of opportunities for all employees to engage in work that furthers these goals, from personal dialogues that help us understand different perspectives, to pedagogical training designed to support equitable instructional practices and build habits to disrupt bias whenever we see it. Ultimately, we hope that this work helps all of our constituents—employees, students, and families—be more aware, empathetic, globally-minded, and justice-oriented.
A highly collaborative community, we use the following norms to guide our communication with each other:
● Assume good will
● Come from your own experience
● Be more curious than certain
● Hold yourself and others capable
Our commitment to these norms makes it possible for us to partner meaningfully, disagree productively, and lean into conversations that are both challenging and generative.
Each and every day our students will be challenged to live out our Core Values – be kind, be curious, take risks, be your best – as they engage with an exceptional team of educators committed to helping each student reach their highest potential in school and in life. Our program is also guided by the core questions of the Scott Center for Social Entrepreneurship – “What matters to you? What are you doing about it?” Simple yet provocative, these two questions inspire all members of our community as they convey two foundational beliefs: learning must be purposeful and have enduring impact, and leveraging student interest drives both engagement and success. Hillbrook, unlike any other school, not only calls on its students to make the world a better place, but also explicitly prioritizes the skills and habits that prepare them to do so, activating and empowering students to make immediate and lasting social impact during their JK-12 years while launching them into a lifetime of social impact work.
Salaries are competitive. Benefits include: full medical, dental, and vision coverage; ample retirement planning with TIAA; a generous holiday schedule; religious/cultural holidays following each employee’s faith and background; access to the latest state-of-the-art educational technology; and a strong commitment to engaging and personalized professional development.
Hillbrook School is an Equal Opportunity Employer and seeks candidates from diverse backgrounds. Hillbrook School is committed to fostering and sustaining a learning community and does not discriminate on the basis of race, color, religion, sex, gender, sexual orientation, national origin, ancestry, age, marital status, disability, or any other characteristic protected by law. This policy applies to, but is not limited to, educational policies, admission, financial aid, hiring and employment practices, use of school facilities, athletics, and other school-administered programs and activities.
The annual salary range for this role is $80,000 to $95,000, dependent on years of experience. Please apply by submitting your resume/CV and letter of intent via this LINK.
The School: Who Are We
For more than 85 years, Hillbrook School has been a junior kindergarten-8th grade independent school located on 14 acres of oak woodland in Los Gatos, CA. Founded in 1935, the school remains deeply connected to its historical roots as a place where children are known, learning is authentic and active, and success is measured one child at a time. Over the years, we have grown and evolved from a small boarding school serving wards of the state to one of the leading independent schools in the Bay Area, and yet our vision remains the same—to inspire children to achieve their dreams and reach beyond themselves to make a difference in the world.
We are now embarking on one of the school’s most ambitious strategic initiatives ever: the expansion to a JK-12 with the addition of a new high school in downtown San José. We are driven by a foundational belief – that our 8th graders and other students deserve an extraordinary educational experience in high school that builds upon the exceptional foundation we provide our JK-8 students. The core differentiators for our current program – the placement of choice and engagement at the center of the learning experience, integrated, real world education that challenges students to reach beyond and make a difference, and a deep commitment to diversity, equity and inclusion – will translate seamlessly into a 9-12 environment, allowing us to extend our innovative approach into a market in need of a new model of secondary school education.
Hillbrook has two campuses located in Los Gatos and San José. These locations in the heart of Silicon Valley are 35 minutes south of Stanford University, 30 minutes north of Santa Cruz, and 1 hour south of San Francisco. The Bay Area is home to world-class universities, museums and restaurants, farmers markets and wineries, and outstanding outdoor opportunities for biking, hiking, surfing and more.
To apply for this job please visit docs.google.com.