Administrative Assistant - Facilities and Transportation
Location: Gates Mills, Ohio
Type: Full Time
Preferred Education: 2 Year Degree
Hawken School is looking for an Administrative Assistant - Facilities and Transportation who provides direct departmental support for all campuses with high levels of professionalism and confidentiality, allowing the Director to function effectively and efficiently. This position reports to the Director of Facilities and Transportation while also providing administrative support to the whole department. Hawken is looking for a person with initiative who can work independently and collaboratively, as a flexible approach is needed for workplace situations as they arise. As a resource and a representative of the Director and department, the assistant needs to exercise judgment and make decisions based on a broad knowledge of project needs, School procedures and/or priorities of the Director.
Hawken has experienced a great amount of growth and as such a person who can multitask and prioritize while also being able to create systems and processes to support the work of a department that spans 4 campuses is desired.
Monitors and manages the daily event system (EMS), Physical Plant work order system (CMMS), Health Safety and Environmental (HSE) compliance systems and payroll and attendance reporting systems
Performs procurement functions for service, parts and supplies
Manages Ohio safety plans and reporting systems
Manages facilities and housing rentals
Coordinates and supports community/campus events in collaboration with other divisions and departments
Participates in recruitment, interviews and onboarding for prospective employees
Provides first-hand liaison with building officials, public agencies, service providers and public
Contributes to the development and prioritization of the department’s strategic objectives and coordinates projects
Assists the Transportation Department staff with transportation documentation required for communications, applications, questionnaires and reporting requirements
Processes public school State transportation reimbursement and/or RTA ticket distribution
Tracks costs, processes payroll, and prepares financial analysis for maintenance, custodial, and transportation departments
Prepares construction contracts and documents
Coordinates meetings and records accurate meeting minutes
Maintains building records, drawings, database and archival systems
Generates weekly statistical reports, reviews with the Director, and develops process improvement plans
Performs other related tasks as may be assigned
Associate degree or an equivalent combination of education and experience required; Bachelor’s degree preferred
6-7 years’ experience required in staff support positions within the School or equivalent administrative office information systems experience outside the School
Experience utilizing Microsoft Word, Excel, database management software required (EMS, Asset Essentials CMMS, Paycom)
Ability to interpret and implement policies and procedures applicable to the area
Experience in School or Institutional facilities setting preferred
Demonstrate computer skills appropriate to the work assigned
Must be able to read technical documentation
Must have a valid Ohio Driver's License
Strong customer service focus
Founded on the ideal that “the better self shall prevail and each generation introduce its successor to a higher plane of life,” Hawken School is a coeducational independent day school with 1,550 students from toddler through grade 12. Our four campuses are located within 25 minutes of downtown Cleveland, with two campuses in the eastern suburbs of Cleveland, a campus on Cleveland’s west side, and a campus in University Circle, home to the Mastery School of Hawken and also our school-wide center for experiential and service learning . A nationally recognized leader in innovative programming, Hawken prepares students to meet the challenges of tomorrow's world.
Gates Mills: Upper School (Grades 9-12)
Hawken’s Upper School, located in the eastern suburbs of Cleveland, is situated on over 300 acres featuring sprawling lawns, wooded trails, both modern and historic buildings, and an athletic complex. Through core courses, elective options, off-campus experiences, and a broad menu of co-curricular activities, the Upper School guides students to embrace the intrinsic value of forward-focused learning - not just the rote attainment of knowledge - by providing continual opportunities for student inquiry, analysis, agency, experimentation, and leadership. Twice-yearly Intensive classes - one course, all day for three weeks - enable in-depth, immersive study of a single subject, providing meaningful, authentic learning experiences that are not possible during the traditional schedules that characterize most schools.
Please send a resume, references and a cover letter to: Dale Lucas, Director of Facilities and Transportation at email@example.com
Hawken School is committed to doing school differently and better. This means developing an inclusive and accepting community where adults feel empowered to design educational experiences for students that deepen their learning, engaging their emotions as well as their intellects. Hawken School seeks culturally competent teachers who are committed to equity and social justice, comfortable taking risks, and who embrace a growth mindset. Our faculty members are constantly looking for new ways to inspire student curiosity while remaining dedicated to nurturing compassion and kindness in our students. Successful candidates for any role at Hawken School must demonstrate skill and commitment in all the following key areas:
Mission, Culture, and Philosophy Alignment: Candidates must show they can thrive at Hawken and are highly motivated by the school’s mission.
Fair Play /Diversity, Equity, Inclusion & Justice: Candidates must indicate a commitment to and have experience with serving students and communities equitably.
Relationship Building and Cultivation: Candidates must show they can build relationships throughout the Hawken community.
Content Knowledge: Candidates must ...demonstrate that they can lead and guide colleagues and/students to depth in their work.
Humility and Growth Mindset: Candidates must be eager to learn new approaches and methods and be able to team effectively with others.
Approach to Work: Candidates must show initiative and agency with a commitment toward feedback and flexible problem solving.