The Pennington School
  • Pennington, NJ, USA
  • Full Time

Reporting to the Dean of Faculty and Dean of Academic Affairs, the person in this role creates scaffolding for the successful, streamlined workflow of both the Dean of Faculty and Dean of Academic Affairs (in the realms of both everyday operations and long-term projects, initiatives, and events) and shapes all School stakeholders' experiences with these offices. This position requires excellent performance in organization, writing, time and project management, and interpersonal communication, as well as the ability to react discreetly and professionally to sensitive situations. A key component of the work is balancing day-to-day administrative needs with all of the necessary actions for long-term projects and events. 

Essential Duties and Responsibilities: 

Dean of Faculty (DoF)

  • Manages the Google calendar of the DoF. Schedules all meetings, student appointments, class observations, candidate interviews, etc.;  
  • Serves as the front line of communication for the DoF. This includes daily email correspondence with faculty, students, staff, and parents, as well as the composition and deployment of emails to faculty throughout the year; 
  • Acts as a resource to Department Chairs, faculty members, and other senior administrators; 
  • Works with the DoF to create agendas for and plan professional development days, new faculty orientation, and opening-of-School faculty meetings;
  • Coordinates the recruitment process in conjunction with the DoF and Director of HR for faculty, maintains all records (resumes, file documents, etc.) for current and prospective faculty (both print and digital);
  • Handles all faculty professional development requests, registers faculty for PD opportunities as needed, and tracks all completed professional development throughout the year;
  • Handles and tracks all faculty absences, coordinates class coverage, maintains relationships with substitutes, and serves as their first point of contact; 
  • Tracks all candidates going through the recruitment and hiring process and acts as a resource to prospective faculty. Organizes interviews and campus visits, creates a system of organization to successfully track stages of recruitment, manages all communication with candidates;
  • Books DoF's travel for professional development and hiring conferences, produces detailed itineraries;
  • Assists the DoF in other job duties to support our faculty members as needed.

Dean of Academic Affairs (DoAA)

  • Works with DoAA on planning and orchestrating various events throughout the year including  Back-to-School Night, parent/teacher conferences, parent/advisor conferences, and academic award ceremonies: Cum Laude, underclassman and senior prize ceremonies, Commencement;
  • Schedules meetings for the DoAA as requested;
  • Manages communication with parents and faculty as needed; 
  • Orchestrates new student course placement exam process in the spring; 
  • Handles the creation of student awards for award ceremonies, orders all diplomas and certificates for Commencement.


  • Composes synthesized meeting minutes for monthly Department Chair meetings and Academic Committee meetings, as well as various group meetings and confidential meetings between the DoF and faculty members;  
  • Books conference rooms for all faculty, staff, and students as needed;
  • Handles all check requests, reimbursement requests, and purchase orders submitted to DoF and DoAA, submits to Business Office and retains digital copies for record-keeping;
  • Reconciles credit card statements for both Deans, and manages each of their budgets;
  • Manages faculty academic regalia orders for Commencement and Convocation;
  • Collaborates with other administrative assistants and offices on a daily basis to meet the needs and mission of the School
  • Other duties as needed.

This person will sometimes need to be available to work in the evenings during busy times of year  (i.e. in the spring before prize ceremonies and Commencement), and attend occasional events after school hours. 

Qualification Requirements:

  • Bachelor's degree 
  • 3-5 years of experience in a similar role, or a demonstrable work history
  • Excellent project and time management skills
  • Ability to identify bottlenecks and to innovate where systems within the organization could use improvement
  • Excellent interpersonal and written communication skills
  • Ability to quickly adapt to technological tools necessary for performing daily tasks (Veracross/ Axiom, Google Suite, Composer, Schoology, Microsoft suite)       
  • A collaborative spirit and ability to work with multiple constituents across departments on various projects
  • Self-starter, able to anticipate what needs to be done for upcoming projects and events, collect necessary information and components, and to follow up without hesitation
  • An adaptable nature and ability to manage many projects at once

The working environment is an office and school environment on a 55-acre campus.  The ability to occasionally lift files and storage boxes, walk up and down stairs, attend meetings in varying locations throughout campus, and continually use computers and related office equipment is required.  Not all buildings on campus have elevators.

Qualified candidates should submit a cover letter, rsum, and salary requirements to    

The Pennington School is deeply committed to the principles of diversity, equity, and inclusiveness and is an Equal Opportunity employer.

The Pennington School
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