High School Spiritual Life Administrative Assistant
Oaks Christian School
Location: Westlake Village, California
Type: Full Time
Salary: Commensurate on experience
4 Year Degree
Reports to: High School Principal/Associate Head of School for Spiritual Life
The High School & Spiritual Life Administrative Assistant will report directly to the High School Principal/Associate Head of School for Spiritual Life and will support the High School Principal/Associate Head of School for Spiritual Life in all areas as needed, including but not limited to the following:
Candidate must be highly organized, accurate, and possess outstanding follow-through skills. The position requires a collaborative spirit, a high degree of interpersonal and communication skills. Professionalism, patience with a cooperative attitude, the ability to multitask, strong organizational skills, and a loyal and supportive team player are all attributes of this position. The selected candidate must have experience in correspondence through phone, fax, mail, and e-mail. Experience with Microsoft Suite, Google, Blackbaud and other various applications is preferred.
Hours of Availability - 7:30am - 4:30pm
As is necessary to fulfill these obligations in an effective manner, the HS & Spiritual Life Administrative Assistant must be available to work from 7:30am-4:30pm with a 60 minute lunch break. Morning punctuality is especially important in regards to attendance duties. Extra hours must be approved by the HS Principal/Associate Head of School for Spiritual Life.
Correspondence: Manage both written and verbal correspondence, including the use of phone, fax, email and Microsoft Teams; receive, sort and distribute all incoming mail to appropriate staff and faculty members; maintain High School Principal/Associate Head of School for Spiritual Life’s calendar and provide updates accordingly.
Scheduling: Set up appointments; schedule all meetings, including room reservations and room configuration requirements, order meals and/or beverage service when needed; schedule conference calls, conferences, employment interviews; make travel arrangements for High School Principal/Associate Head of School for Spiritual Life and Office of Spiritual Life and Office of Student Life as requested, guest speakers, consultants, etc.; coordinate daily tasks for High School Principal/Associate Head of School for Spiritual Life; work with HS Yearbook Teacher to schedule annual Student/Employee ID Photo Day and ID Photo Make-Up Day for both campuses.
Spiritual Life Board Meetings: Assist Spiritual Life Committee Chair, take and distribute meeting minutes, prepare agenda, and coordinate meeting locations/dates. Publish meeting schedule for entire school year and send reminders to committee members in advance meetings.
Written Materials: Assist in the development and revision/update of written materials including, but not limited to: employment correspondence, employee office phone list, classroom phone extension list, employee home address and phone list; work with Academics Administrative Assistant to generate yearly OCS Master Calendar which lists all holidays, vacations, events (incl. day, date, and name of each); meeting agendas (including weekly high school leadership team meeting, Spiritual Life meetings, and monthly high school faculty meeting); distribute minutes of meetings to participants in a timely manner.
Teacher, Administrator and Staff Employment Applications: Continue to maintain access to the shared file of all prospective teacher, administrator and staff employment applicants; schedule interviews as required, including coordination of High School Principal/Associate Head of Spiritual Life, Deans of Student Life and/or appropriate Department Head; work closely with Human Resources in scheduling interviews and/or application completion and submission.
Support Dean of Spiritual Life: Coordinate meetings, events, maintain personal calendars as requested. Support Community Committees.
Campus Supplies and Inventory: Monitor Core Room supplies for faculty and staff throughout the year. Restock supplies as necessary.
High School Campus Proofreader: Serve as proofreader for all parent letters, memos, e-mails and correspondence generated through the high school; may include assisting with the proofreading of flyers, brochures, programs, articles, spiritual life correspondence, newsletters, and athletics department materials. Communicates with the Director of Marketing and Communications regarding the editing of materials as needed, the distribution and posting of materials on the OCS Website, and/or the inclusion of materials in the weekly broadcast emails.
Parent-Related Events: Coordinate and implement high school parent-related events, including but not limited to: Back to School Night, Awards Assemblies, Christmas Concert, Graduation Ceremony, and Graduation Reception (in conjunction with Office of Student Life). Work with OCS Volunteer Coordinator as requested.
Other: Serve to support the High School Principal/Associate Head of Spiritual Life, Vice Principal, Student Deans, Athletic Director, and Spiritual Life Directors, as well as OCS faculty and staff in other areas as may be assigned. Additional responsibilities may include, but not be limited to, planning Orientation and Retreat Events; preparing special mailings; assisting with the annual parent, student and employee opinion surveys; printing award certificates, etc.
The HS & Spiritual Life Administrative Assistant should also fulfill any other directives per the HS Principal/Associate Head of Spiritual Life as instructed.
Oaks Christian School located in Westlake Village, California, is a Christian, co-educational, college preparatory school serving grades 5-12.
Mission Statement: To dedicate ourselves to Christ in the pursuit of academic excellence, artistic expression, and athletic distinction, while growing in knowledge and wisdom through God's abundant grace.