School Administrative Assistant

Harbor City International School 

School Administrative Assistant

Harbor City International School is looking for candidates to fill the position of Administrative Assistant. This position is intended to support staff and student success at HCIS through organized, efficient, and detail oriented work to support school systems and compliance and foster open communication throughout the community.

About Us

Harbor City International School is a college preparatory, public high school. We are a small community whose mission is to nurture a sense of belonging, insist upon academic excellence, and graduate global citizens who eagerly pursue knowledge and enrich their communities. We are located in downtown Duluth, MN and serve approximately 200 students in grades 9-12. HCIS is the leading public high school in the Duluth area according to Niche and US News and World Report.

The Administrative Assistant will do the following:

• Communications

• Weekly newsletter to community members
• Social media management and marketing team member
• Website maintenance
• Internal communications coordination (announcements, monitors, calendars, bulletin boards, etc)

• Data, Assessment and Reporting Coordinator

• Work with administrative staff to ensure school completes effective timely reports to authorizer, state and federal agencies
• Support writing, editing and submitting official documents (Lease Aid, World’s Best Work Force, Annual Reports, etc.)
• Grant writing support (Title Grants, American Indian Education Aid, etc.)

• Substitute Teacher Coordinator

• Arrange substitutes and internal coverage (requires early morning coordination)
• Maintain substitute teacher list and recruit substitute teachers
• Receive sub requests
• Log sick/PTO time

• Registrar

• Maintain school records in compliance with Data Privacy laws
• Manage student records transfers and data entry
• Work closely with Student Support Specialist
• Print and distribute Progress reports, schedules, etc.
• Run reports using school student data programs, currently PowerSchool

• Assist the Director

• Complete tasks as assigned to meet the needs of the school
• Substitute for front office staff if needed.

Qualifications Required

• High school graduate
• Administrative assistance experience
• Able to use and learn technical programs and data entry procedures
• Organized, effective and efficient in work processes
• Excellent verbal and written communication skills, basic graphic design skills
• Reliable attendance and work quality

Preferred

• AA, BS or BA in communications, information technology or related fields.

Desired Qualities:

• Fair and forthright in interpersonal communications
• Even tempered when faced with situations that are frustrating, ambiguous, and high pressured
• Collaborative
• Familiar with school administration, regulations, and privacy laws

Salary commensurate with experience

• Position is on salary, 12 months, health, dental, paid sick time included.
• Start date flexible beginning Spring 2024, June 1 target start date

A complete application will include:         

• Letter of Introduction and intent
• A current and complete resume
• Three letters of recommendation
• Official school transcripts

Additional supporting material may be requested of finalists for this position.

Position available until filled.

Send application materials to:

Aryn Bergsven ([email protected]) and

Sarah Lindhal ([email protected])

Subject line: Administrative Assistant Application

Or by mail to:

Harbor City International School

Attn: Sarah Lindahl

332 W Michigan St. Suite 300

Duluth MN 55802

phone: 218-722-7574 x467

• Harbor City International School’s Authorizer is Volunteers of America

• phone (612)-270-1998.