School Secretary

  • Anywhere

The College Preparatory School

The College Preparatory School, an independent high school in Oakland, CA, seeks a full-time School Secretary. Candidates should have a strong interest in working in a multicultural setting and be eager to embrace our spirited intellectual community. As School Secretary, this person is the first to greet visitors. They should enjoy working closely with talented young people and dedicated adults, and be eager to be a part of a closely knit, collaborative administrative team. This person must have absolute integrity, confidentiality, and good judgment. The School Secretary reports to the Office Manager/Head’s Secretary.

Chief responsibilities as School Secretary include:

  • Managing the daily work of the school’s main office: phone service, record keeping, setting of bells, services to students, parents, and faculty
  • Managing attendance for students and teachers using the school database
  • Maintaining the school’s event calendar: booking rooms and coordinating event details
  • Overseeing incoming and outgoing mail
  • Ordering office supplies and maintaining office machinery (copiers, fax, and postage meter)
  • Preparing weekly electronic newsletter (PrepWeekly) to all-school community (through Constant Contact)
  • Managing the annual update of parent online forms
  • Maintaining hard copy physician forms and creating emergency cards
  • Supporting the Senior Administrators, as needed
  • Providing first aid and assistance to injured and sick students; maintaining first aid supplies
  • Maintaining field trip information and serving as on-campus contact
  • Assisting with various communications throughout the school year
  • Supporting the Parents’ Association with communications and special projects
  • Helping the Dean of Students with graduation planning
  • Overseeing the annual update of the school handbook and school directory with the Dean of Students
  • Supporting the Dean of Students in safety coordination: assisting with drills, overseeing classroom and van emergency box maintenance, maintaining emergency resource box, coordinating annual first aid/CPR training, managing the emergency alert system (through Blackboard Connect)
  • Serving on the school’s Safety Committee


  • College degree
  • 3-5 years of office experience, preferably school-related
  • Excellent organizational and administrative ability
  • Strong interpersonal skills; maintain good cheer under pressure
  • Appreciation of adolescents and independent school educational values
  • Ability to organize multiple tasks, attention to detail, excellent verbal and written communication skills
  • Workplace experience using student information systems (currently using BlackBaud K12)
  • Mastery of MS Office and Google Suite of products

Founded in 1960, The College Preparatory School is an independent coeducational secondary school created for intellectual risk-takers who want to pursue a purposeful education with kindred peers. Our mission is to prepare students for productive, ethical lives in college and beyond by fostering a stimulating education within an atmosphere of consideration, trust, and mutual responsibility.  As an equal opportunity employer, College Prep does not discriminate in its hiring of employees on the basis of race, color, gender identity, sexual orientation, religion, creed, national origin, citizenship, marital or veteran status, age, or disability.  We actively seek diversity among our faculty and administration as well as among our students.

College Prep does not sponsor applicants for work visas. For more information about our school, visit our website at

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