Administrative Assistant - Campus Security

About the Role

The Part-time Administrative Assistant supports the Director of Security and the Security Operations Manager with administrative, communicative, and organizational functions. This position is primarily based in the security office (90-95%) with occasional duties elsewhere on campus (5-10%).

Responsibilities

• Prepare and distribute the daily Security operations schedule by gathering information from various campus departments.
• Assist in preparation and maintenance of Security Officers’ shift schedules.
• Support the Security Operations Manager with onboarding tasks for new hires.
• Place orders for office supplies, uniforms, and other operational supplies.
• Maintain records and documents for Officer activity sheets, vehicle inspection sheets, uniforms, radios, contact information, seniority, and radio numbers.
• Organize, schedule, track, and file Officer training materials.
• Assist with departmental budget adherence, invoice processing, and reimbursements.
• Learn transportation and campus identification software systems to serve as a backup for these processes.
• Assist with annual Memorandum of Understanding correspondence.
• Support permit applications for parking, traffic, and other Pottstown Borough requirements.
• Improve Security Office efficiency and technology, including digitizing documents, forms, and shared sites, and purging older paper files.
• Collaborate with the IT department to ensure all office PCs and IT equipment function properly.
• Operate the Gatehouse, the main vehicle entry point to campus.
• Launder departmental property as needed.
• Assist with special events and other duties supporting the Director of Security in security, fire safety, and transportation.

Qualifications

• Strong proficiency in technology, including Microsoft Office Suite, SharePoint (preferred), cloud-based software, and internet-based applications.
• Excellent written and verbal communication skills.
• High School Diploma required.
• Previous public safety experience preferred.
• Experience in an educational environment preferred.
• Previous scheduling experience preferred.
• Ability to manage multiple tasks under stressful situations.
• CPR, AED, and First Aid certifications preferred.

Physical Demands

• Frequent sitting, standing, kneeling for filing, and walking across campus.
• Hand and finger dexterity for extended computer use.
• Visual acuity for close and distance vision, color perception, peripheral vision, depth perception, and focus adjustment (required for typing, reading, and identifying individuals).
• Hearing ability for in-person and telephone communication.
• Occasional lifting and/or moving of up to 25 pounds.

Attitude and Demeanor

• Publicly support The Hill School’s mission and vision in a positive, professional manner.
• Work collaboratively in a fast-paced, dynamic team environment.
• Adaptability to switch roles and learn new tasks daily with enthusiasm.
• Effective communication with warmth, sensitivity, humor, and understanding when interacting with colleagues, students, alumni, parents, faculty, staff, and associates.
• Service-oriented mindset with flexibility to meet departmental and school needs.

This position is contingent upon successful completion of background checks, including criminal history, fingerprint-based checks, reference checks, employment history, and educational verification, both at hire and during employment as permitted by law.