Administrative Assistant- Business Office and Physical Plant

Administrative Assistant- Business Office and Physical Plant

St. Mark's School of Texas - Dallas, TX 75230

Overview

Level Experienced Job Shift Any Education Level High School Category Education

Description

Founded in 1906, St. Mark's School of Texas is anon-sectarian, college-preparatory, independent day school for boys in grades one through twelve. The School's charter states that it is "designed to afford its students well-rounded physical, intellectual, moral, and religious training and instruction." The School is intended to be a diverse community of teachers and students who share a love of learning and who strive for high achievement in whatever they undertake.

St. Mark's aims to prepare young men to assume leadership and responsibility in a competitive and changing world. To this end, the School professes and upholds certain values. These values include the discipline of postponing immediate gratification in the interests of earning eventual, hard-won satisfaction; the responsibility of defending one's own ideas, of respecting the views of others, and of accepting the consequences for one's own actions; and an appreciation for the lively connection between knowledge and responsibility and the obligation to serve.

Position Description

The Administrative Assistant to the Business Office and Physical Plant provides comprehensive administrative and operational support to both departments. This position plays a vital role in maintaining effective communication, organization, and coordination between financial operations and facilities management. The ideal candidate will be detail-oriented, proactive, and comfortable managing diverse tasks that support the organization's fiscal and physical infrastructure.

Responsibilities

Business Office Support

• Provide administrative and clerical support to the Business Office, including scheduling, correspondence, and document preparation.
• Greet and check in incoming visitors and vendors in a professional and courteous manner.
• Assist with invoice processing, purchase orders, and financial documentation.
• Support budget tracking, expense reconciliation, and maintenance of financial records.
• Prepare and format reports, spreadsheets, and presentations as directed by the CFO or Director of Physical Plant.

Physical Plant Support

• Provide administrative assistance to the Director of Physical Plant and the facilities team, including scheduling meetings and maintaining project files.
• Track and document maintenance work orders, service requests, and preventive maintenance schedules.
• Maintain records related to safety inspections, equipment service logs, and compliance documentation.
• Work with facility work order software modules, Facilities Services, Preventive Maintenance Direct, and SchoolDude.
• Assist with procurement of maintenance supplies, materials, and equipment.
• Coordinate travel arrangements for Physical Plant staff and contractors as needed for training, site visits, or vendor meetings.
• Support communication and documentation related to ongoing projects and capital improvements.
• Assist with tracking Physical Plant budget, ensuring accuracy, including preparation of department purchase orders for approval

Shared Responsibilities

• Facilitate effective communication and collaboration between the Business Office, Physical Plant, and other departments to support seamless operations and organizational efficiency.
• Serve as point of contact for day-to-day office needs, including maintenance of copier, mail, supplies, equipment, invoices, purchase orders, and the organization, and maintenance of filing systems, both paper and electronic.
• Manage shared calendars, coordinate meetings, and prepare related materials or presentations.
• Handle correspondence, take meeting minutes, and track follow-up actions.
• Maintain confidentiality and handle sensitive information with discretion and professionalism.
• Provide logistical support for staff or board meetings, departmental events, and special projects.
• Manage travel coordination across departments—researching options, booking travel, and preparing detailed itineraries.
• Contribute to process improvement by streamlining administrative systems and supporting cross-departmental efficiency.
• Performs additional tasks and responsibilities as required to support organizational needs.

Experience/Qualifications

• High school graduate; post-secondary degree preferred.
• Minimum of 3–5 years of administrative experience, preferably in finance, operations, or facilities management.
• Bilingual (English/Spanish) preferred.
• Exemplary record of delivering superior customer service by fostering trust, resolving issues efficiently, and setting a high standard of professionalism and responsiveness across all interactions.
• Strong proficiency in Microsoft Office Suite (Excel, Outlook, PowerPoint, Word); experience with accounting or facilities software a plus.
• Excellent organizational, time management, and communication skills.
• Ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.
• Professional demeanor with strong interpersonal skills and a commitment to teamwork.
• High level of discretion in handling confidential information.
• Demonstrated ability to work effectively in a dynamic and fast-paced environment.
• Self-motivated and able to work independently.

Physical Requirements/Working Environment

• Standard business hours, with flexibility during peak periods, fiscal year-end, or major projects.
• Ability to sit at a desk and work on a computer for extended periods of time.
• May occasionally be exposed to conditions in maintenance or construction areas (e.g., noise, dust, outdoor weather) while performing administrative support or coordination duties.