Communications & Administrative Assistant - Grammar School

COMMUNICATIONS/ADMINISTRATIVE ASSISTANT

The Communications/Administrative Assistant will work closely with the Grammar School Divisional Director to develop branded communications, through an equity lens to the overall Grammar School community including faculty, staff and families. The Coordinator will be expected to attend and engage in Grammar School events in order to capture moments that depict the day-to-day life and vitality of the School. This role will also serve as administrative support for divisional leaders.

Duties & Responsibilities

Communications Coordinator Duties

• Work with divisional staff to coordinate content and write articles, commentary, etc. for the weekly family newsletter sent through Veracross every Friday.
• Create, edit and send annual welcome letters to new families.
• Create mail merges to develop individualized communications including, but not limited to, class placement emails, report card notices, parent/teacher conference registrations, after school program information, A3SC program registrations, etc.
• Update GS Hub with all necessary information through Google sites
• Update, edit and troubleshoot all divisional Google forms
• Work with Sunrise Program Coordinators, After School Coordinator and After 3 Social Coordinator each trimester to develop registration and confirmation communications through Composer and update the CGPS parent portal website with applicable information.
• Manage all parent/teacher conference setup in Veracross, which includes creating all teacher accounts, adding photos for each new teaching cohort and cross checking list with centralized spreadsheet provided by IT with all teachers and zoom links.
• Manage administrative report card duties including updating all criteria in Veracross, uploading teacher “blurbs” and reviewing each of the student report cards to identify any discrepancies or errors.
• Attend all Grammar School events, taking photos, videos and posting on various platforms.
• Engage with other School Communications staff to highlight specific events at the Grammar School.

General Administrative Duties

• Work closely with other administrative assistants on various divisional day-to-day projects.
• Coordinate coverage for absent teachers, specialists, field day coverages with specialties and classroom assistance.
• Coordinate logistics with all substitute teachers including review and approval of substitute teacher time sheets.
• Manage all food and drink orders from Flik including bagel Fridays, open school nights, conference days, field days and other times when faculty are present during off hours.
• Coordinate all food service and AV setups for faculty meetings and coffee talks.
• Keep inventory and order any necessary supplies for faculty rooms, classrooms, etc.
• Complete all maintenance, tech and cleaning requests for classrooms and collaboration spaces.
• In conjunction with the Assistant Director, provide assistance with evaluations including submission through Docusign and coordinate schedules with AD and teacher/specialist.
• Tracking laptops issued to substitute teachers.
• Coordinate scholastic book order for Grammar School annually.
• Maintenance of copier, printer and laminator.  Schedule service appointments as necessary.
• Develop slide shows and event videos which includes filming, editing and sharing with the CGPS community.
• Handle various logistics including food orders, schedule coordination, setup areas for important events such as welcome back night, open school nights, grade level parents cocktail receptions, PJ day, heritage festival, field day, 3rd grade drama & movement share, book fair, used book exchange, 4th grade promotion ceremony, move up day, end of year bash, etc.
• Any additional duties as assigned by the Grammar School Division Director.