Work at McGillis

The McGillis School seeks an Executive Assistant to the Head of School. The role requires a desire to participate in a community of colleagues who can collaborate and enjoy their work in a joyful yet busy school environment. The role suits a person who takes initiative and is well organized and who shows kindness and poise with colleagues, parents, and children. The role requires a person with project management skills as well as the ability to follow through on the day-to-day and month-to-month items of an active and dynamic school community.  

 

The Executive Assistant to the Head of School provides a full range of administrative and strategic support to the head. The Executive Assistant also holds the responsibility for oversight of the Head’s office, functioning as both an extension of the Head and ensuring both responsiveness, efficiency, and warmth, so that everyone feels welcomed, respected, and well served. In addition, the Executive Assistant provides administrative support to the Board of Trustees, limited support to administrators, and manages a variety of special projects. 

 

This person must be exceedingly well organized, detail oriented but flexible, and enjoy the challenges of working with a variety of situations and circumstances. The ability to interact with staff and external stakeholders at all levels while remaining diplomatic, professional, proactive, resourceful, and efficient. A high level of professionalism, sound judgment, and absolute confidentiality is critical to this role.

 

Essential Duties and Responsibilities

 

Supporting Head of School:

• Serves as receptionist for the office of the Head: greets guests, answers phones and emails, and responds to questions from faculty, staff, and visitors. Manages head’s business communication (phones, email, and mail) applying necessary judgment to determine priorities and importance.

• Maintains the Head’s calendar; manages the scheduling of meetings and appointments, coordinates activities and agendas, and uses tact and diplomacy to resolve appointment conflicts due to unforeseen circumstances.

• Maintains a strong understanding of the school’s mission, vision, values, and strategic priorities in order to appropriately filter and prioritize incoming information and meeting requests.

• Establishes systems to ensure the Head is provided with the necessary background information and briefing materials for meetings, events, and speaking engagements; researches, organizes, prepares, and presents information in a clear and concise manner.

• Assists with monthly credit card reconciliation for the Head’s credit card by procuring and attaching appropriate original receipts. 

• Oversees and manages the annual department budget for both the Head and the Board of Trustees.

• Maintains and manages an organized and logical filing system for all electronic and paper documents.

• Makes and manages all travel arrangements for the Head, including airline and hotel reservations, conferences and meeting registrations, transportation, etc. 

• Works with the Administrative Team to coordinate workflow, facilitate projects, and plan meetings and retreats. Maintains vacation request dates for all administrators. 

• Reviews, edits, and proofreads various documents.

• Assists with planning and coordinating meetings for the Administrative Team, including compiling, distributing, and curating meeting materials, and taking meeting minutes for the Administrative Team.

• Oversees collection of documentation and schedules for professional development and accreditation.

  • Track professional development on a regular basis throughout each school year for the administration.

  • Assist as requested with the management of the Accreditation process.

  • Administrative Support Staff Liaison, i.e., take a leadership role with the support staff by holding meetings as needed and setting agendas for them.

 

Supporting Board of Trustees:

• Assist the Board Chair in all Board-level communications.

• Coordinate, schedule, plan, and execute all Board meetings and events, and support the staff liaisons for all Board Committee meetings and events.

• Maintain files for all meeting minutes, confidentiality statements, bylaws, and other Board and Board Committee materials.

• Assist with the preparation for Board Meetings, including:

  • leading on tracking, monitoring, and following the progress of open action items;

  • providing substantive and administrative assistance with drafting agendas, managing the calendar and process for board materials preparation; 

  • producing a final draft of the Board Packet and loading the information into the shared Board Folder;

  • managing documents and assisting with the production of accurate Board minutes at each meeting

• Provides administrative support to the Board of Trustees, including correspondence, agendas, and all logistics for meetings, retreats, and events. 

 

Special Projects:

• Provides strategic and logistical support and management of special projects and institutional priorities identified by the Head, such as:

  • Back to School Night

  • Campus Master Planning

  • New Family Welcome

  • Admissions Open House

  • Commencement

• Coordinate with the Office of Philanthropy to prepare for community fundraising events.

 

Other Duties:

• Record date and times of emergency drills on an annual basis.

• Annually update all materials and build packets for new employees and mentors for back to school orientation. 

• Prepare in-service and back to school materials for all faculty and staff and distribute electronically. 

• Reserve spaces for Administrative Retreats, Board Retreats, and back to school events. 

• Manage all arrangements for faculty/staff meetings and employee events.

 

Qualifications and Skills:

• Bachelors degree or equivalent experience required.

• Two years of office management and supervisory experience, demonstrated execution of a variety of administrative processes such as creating and maintaining filing systems, managing executive calendars, processing invoices, etc.

• Experience in a school or non-profit organization preferred. 

• Familiarity with Google Suite applications, including Gmail, Calendar, Drive, Forms, Sheets.

• Strong oral, written and interpersonal communications skills, both in person, through email, and over the phone.

• Ability to multitask, work independently, and prioritize workload; proven experience maintaining confidential information.

• A sincere commitment to McGillis’ mission and the willingness to be a visible, enthusiastic brand ambassador. Passion for what is good for children and families. 

• Exceptional project management skills including the ability to think independently and critically, manage multiple tasks simultaneously, and meet deadlines in a fast-paced environment.

• Demonstrates tact, patience, professionalism, and a sense of humor in all settings.

• Manage highly-sensitive, confidential information with the highest level of discretion and expediency.

• Flexible, organized, and able to accurately work under time constraints and deadlines.

• Ability to anticipate and resolve complex and/or confidential administrative issues with excellent judgment and little or no supervision.

 

The McGillis School is built on the premise that diversity, equity, and inclusion matter. We believe a diverse, inclusive community is essential to a rich educational experience, and we support each person in our community to reach their full potential. We offer competitive pay and benefits and have a strong commitment for supporting the professional development of our employees. We encourage applicants who feel The McGillis School’s values resonate strongly with them to apply. 

 

If you are interested in being considered for this position, please submit your resumé and cover letter describing your qualifications and interest to Jim Brewer, Head of School, at jbrewer@mcgillisschool.org or mail to: 

 

The McGillis School

ATTN: Jim Brewer, Head of School

668 South 1300 East

Salt Lake City, UT 84102 

 

ABOUT THE McGILLIS SCHOOL: 

Established in 1990, The McGillis School is an independent school based in Jewish values, culture and tradition and whose student body comes from many different religious and cultural backgrounds and serves children in grades Kindergarten through 8th grade. In 2020, McGillis opened The Learning Center for students with language-based learning differences, including dyslexia, dysgraphia, and dyscalculia.  Our mission is to educate children and instill in our students a love of learning and the abilities to think critically, live ethically, and appreciate the value of each individual. For more information visit http://www.mcgillisschool.org/.  Share and tag us on Instagram: Instagram and Facebook.

The Community & Events Manager is a full-time, year-round contract position that reports to the Director of Philanthropy. This is a broad-based community engagement and project management position that hinges on strategic and collaborative partnerships with the Directors of Philanthropy, Marketing & Communications, Admissions, the Head of School, and Parent Association Leadership. 

The Manager works closely with volunteers, including Trustees, to develop and execute initiatives that cultivate an inclusive and positive culture of philanthropy throughout the school community. 

 

Responsibilities include:

 

Community Engagement: 

• Work closely with parents, alumni parents, alumni, grandparents, faculty, and staff to foster a strong culture of giving back to McGillis. 

• Act as liaison to the Parent Association as they execute events, communications, and volunteer structures. 

• Support Parent Association leadership to identify, recruit, and train parent volunteers. 

• Plan, promote, and execute all-School events like GrandFriends Day, Commencement, and Back to School Night with support from the Admin Team and volunteers. 

• Plan, promote, and execute the annual Emeritus Trustee Dinner and Head of School update.

• Manages all aspects of record keeping, reporting and list extractions from the Veracross database.

• Manage invoicing, record keeping, and budget preparation and tracking for all events. 

• Maintain the annual events calendar. 

• Work collaboratively with the Philanthropy, Mar/Comm, and Admission teams to support organizational goals, including supporting other special projects. 

• Attends and works all special events (may include nights and weekends). 

• Other duties as assigned. 

 

Alumni: 

• Develop a robust alumni network that re-connects McGillis graduates to the School and each other. 

• Expand on existing alumni engagement programs including alumni care packages, birthday cards, and class notes.

• Develop a variety of methods to communicate with all alumni, including via social media, LinkedIn, and the School’s website. 

• Assist with the production and collection of alumni content in the Annual Report and on the website.

• Work with Division Directors to provide opportunities for alumni to engage with students 

• Plan and execute events targeted at alumni and alumni parents.

• Oversee the 8th Grade Class Gift Program.

• Work closely with Middle School Director, Mar/Comm, Head of School, and Philanthropy Team on Commencement and the transition from student to alumni.

 

Qualifications: 

• The ideal candidate will have a minimum of three years of community building and event planning experience, preferably in an independent school. 

• Strong writer and editor. 

• Organized and attentive to detail. 

• Comfortable juggling multiple priorities and meeting deadlines. 

• Ability to work independently. 

• Creativity, flexibility, and an eagerness to immerse oneself in the McGillis community are key to this role. 

• Familiarity with Adobe Creative Suite is helpful. 

• Experience working in development databases—particularly Veracross—is of significant value. 

 

Benefits offered: 

• Paid time off 

• Health insurance 

• Dental insurance 

• Retirement benefits 

• Tuition remission 

• Workplace perks such as food/coffee and flexible work schedule 

 

The McGillis School is built on the premise that diversity, equity, and inclusion matter. We believe a diverse, inclusive community is essential to a rich educational experience, and we support each person in our community to reach their full potential. We offer competitive pay and benefits and have a strong commitment for supporting the professional development of our employees. We encourage applicants who feel The McGillis School’s values resonate strongly with them to apply. 

 

The McGillis School, in an independent kindergarten through 8th grade school. Our mission is to educate children and instill in our students a love of learning and the abilities to think critically, live ethically, and appreciate the value of each individual. Located in Salt Lake City, The McGillis School opened in 1990 and is a 501(C)(3) non-profit charity organization. www.mcgillisschool.org. 

 

If you are interested in being considered for this position, please submit your resumé and cover letter describing your qualifications and interest to jvoros@mcgillisschool.org or mail to: 

 

The McGillis School
ATTN: Jen Voros, Director of Philanthropy
668 South 1300 East

Salt Lake City, UT 84102 

 

The McGillis School is seeking highly motivated and enthusiastic substitute educators to work with students in grades K to 8 on a per diem basis. Certification and 3-5 years teaching experience preferred. The most desirable candidates will also be able to demonstrate proficiency using digital and online platforms for remote instruction as well as proven effectiveness as a classroom teacher in a brick-and-mortar setting.

 

Job Responsibilities will include:

• Willing to be contacted for coverage the morning of placement
• Must be able to work the full school day of 8:00 a.m. to 3:30 p.m.
• Support the teacher by implementing the daily curriculum for assigned grade level
• Create and maintain a positive, structured learning environment
• Collaborate with other teachers to ensure a safe environment for all students

 

Interested candidates should submit a letter of interest and resume to Laura VanTyne at careers@mcgillisschool.org.

The McGillis School is seeking awesome individuals to join our AfterSchool Program for the 2021/22 school year. AfterSchool staff assist in facilitating a safe environment that supports social, creative, and academic growth for students Kindergarten through 8th grade. Staff members will collaborate with co-leaders and the AfterSchool Director to foster an environment that best supports the needs of  students and allows them to grow beyond the classroom. These positions are part-time and can be tailored to fit within a school schedule or additional job. Applicants should have the desire to work with children, be self-motivated, and creative.

 

Duties include:

• Manage a safe environment by constant monitoring
• Engaging groups of children with pre planned games and activities
• Assist students with conflict resolution and support when necessary
• Respond to student needs with understanding and acceptance 

 

Communication Skills:

• Possess a warm and friendly tone when communicating with staff, students and parents.
•  Address challenging situations with a calm, appropriate attention
• Quickly learn the names of students, parents, staff and fellow educators.

Interested candidates should submit a letter of interest and resume to Matt Schrier at mschrier@mcgillisschool.org.