Administrative Assistant - Science Lab na The Hotchkiss School

Position:           Science Lab Administrative Assistant

Department:   Science Department

FLSA:                  Non-Exempt

Designation:    Staff

Reports to:      Head of Science Department

Schedule:         School year 2025-2026 - From October 2025 to June 2026

                           Part-time, between 10 and 19 hours per week

Travel:               None

Location:          On-site

POSITION SUMMARY:

The Science Lab Administrative Assistant is an essential member of the Science Department, providing critical operational support to ensure that the department and laboratories run smoothly. This individual plays a key role in maintaining laboratory infrastructure and supporting faculty across disciplines.

The Science Lab Administrative Assistant collaborates regularly with offices cross-functionally to support broader academic initiatives, such as special events, guest lectures, and science fairs. The  Science Department Lab Administrator works independently and as part of a collaborative team, maintaining a safe, organized, and responsive environment for students, faculty, and staff. The role requires strong initiative and problem-solving skills, and a commitment to excellence in support of science education at The Hotchkiss School.

The Hotchkiss School is eager to accept applications from individuals who are excited to support an inclusive and warm working and learning community for students and employees from a wide array of backgrounds and experiences.

DUTIES AND RESPONSIBILITIES:

• Order, track, and organize laboratory supplies and consumables in coordination with the business office.
• Monitor departmental inventory levels to prevent shortages and ensure the timely availability of lab materials.
• Maintain organized supply storage systems for efficiency and accessibility.
• Coordinate maintenance and repairs of laboratory equipment with external vendors.
• Communicate with vendors regarding quotes, invoices, and delivery timelines.
• Maintain budget records and assist the head of the department with purchasing.
• Work with the Chemical Hygiene Officer to ensure that all necessary chemicals, materials, and equipment are available and properly maintained.
• Provide administrative support for departmental programs such as guest lectures, science fairs, outreach events, and student competitions.
• Coordinate logistics for visiting speakers, demonstrations, or collaborative events involving the science labs.
• Support department-wide communications, including safety reminders, scheduling notices, and procedural updates.
• Serve as a point of contact for faculty requests related to lab operations and resources.
• Provide organizational and scheduling support for departmental meetings as needed.
• Contribute to department projects or initiatives that enhance science teaching and learning.
• Other duties as needed or assigned.

QUALIFICATIONS:

• High school diploma or equivalent required; associate or bachelor’s degree in science, education, or a related field preferred.
• Previous experience in an administrative, laboratory, or educational support role is highly desirable.
• Familiarity with laboratory equipment, safety protocols, and chemical/material handling preferred.
• Proficiency with office software (e.g., Microsoft Office Suite, Google Workspace) and basic budgeting or inventory management systems.
• Strong problem-solving skills and ability to work independently while collaborating with faculty and staff.
• Excellent verbal and written communication skills.
• Comfort interacting with external vendors and coordinating logistics for events or lab equipment maintenance.
• Initiative, problem-solving ability, and flexibility in a dynamic work environment.
• Commitment to maintaining a safe, organized, and welcoming environment.
• Dedication to supporting diversity, equity, and inclusion within the school community.

PHYSICAL CONDITIONS:

• Follow safety protocols.
• Moderate to frequent lifting/carrying/pushing/pulling up to 25 pounds.
• Moderate to frequent bending, stooping, reaching, and standing.
• Expected to perform work on campus.
• Must be able to communicate and converse as well as distinguish and observe.
• Must be able to traverse between various areas of the Science Building

ADDITIONAL INFORMATION:

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

The Hotchkiss School is an equal opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms, and conditions of employment, compensation, benefits, training, promotion, transfer, discipline, and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.