What are the responsibilities and job description for the Finance & Operations Associate position at Castilleja School?

Job Description

About Castilleja

Castilleja is a dynamic, diverse and intentional educational learning community for students in grade 6-12 that believes in the power of women learning and women leading. Founded in 1907, Castilleja fulfills its mission to educate young women to become confident thinkers and compassionate leaders with a sense of purpose to effect change in the world.

Job Summary :

The Finance and Operations Team Administrative Assistant provides critical administrative and clerical support to ensure the smooth functioning of the Finance and Operations team. This role involves a variety of responsibilities, including data management, organizational tasks, and supporting key initiatives such as Transportation Demand Management (TDM) and our campus modernization project.

Key Responsibilities :

Transportation Demand Management (TDM) Data Input :

Accurately input and maintain TDM-related data.

Generate reports and provide updates to support transportation initiatives.

Business Office Support :

Organize and maintain filing systems for the Business Office.

Assist with document preparation, scanning, and archiving.

Coordinate risk management documentation including certificates of insurance and driver authorizations.

Supply Room Organization and Management :

Monitor and manage inventory levels for office and operational supplies.

Ensure the supply room is organized, stocked, and functioning efficiently.

Campus Modernization Clerical Support :

Provide administrative assistance for the campus modernization project.

Organize and maintain project documentation and schedules.

Coordinate with team members and external stakeholders as needed.

Calendar Management :

Manage and organize the calendar for the Associate Head of School for Finance and Operations.

Schedule meetings, appointments, and events, ensuring efficient time management.

Qualifications :

Associate or Bachelor’s degree

Experienced with Microsoft Office Suite (Word, Excel, Outlook) and data management software.

Strong organizational skills and attention to detail.

Excellent communication and interpersonal skills.

Ability to prioritize tasks and work effectively in a dynamic environment.

Experience in administrative or clerical roles is a plus.

Key Competencies :

Reliability and discretion in handling confidential information.

Proactive and solution-oriented mindset.

Ability to work collaboratively as part of a team.

Work Environment :

This role requires in-office presence and the ability to climb stairs, and may involve prolonged periods of walking and standing. Must be able to lift, bend, stoop, reach and lift up to 25 pounds.

Compensation :

Comprehensive Health and Wellness plans including : Medical, Dental, Vision, LTD, EAP and Life Insurance and free lunch everyday at school when in session. 403(b) Retirement plan with an outstanding employer match. Castilleja uses a competitive salary scale which takes into account the range of experience, education and skill level. This is a full time position with an annual salary range of $85,000 to $95,000.

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Salary : $85,000 - $95,000

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Finance & Operations Associate

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