Middle School Administrative Assistant

The Administrative Assistant provides support for the following members of the Middle School Division:
Principal, Dean of Students, School Counselors, Learning Resource Teachers, the Director of Diversity, Equity, and Inclusion, the Challenge Course Coordinator, the Administrative Assistant II, and Middle School faculty as needed.

This is a 10-month, non-exempt position.

• Handle parent inquiries regarding conferences, sports, homework, and general information
• Assist students and parents; deliver messages to students
• Monitor student daily attendance and make updates throughout the day
• Share attendance updates with advisors through email
• Update Morning Announcements and the whiteboard
• Support the Dean of Students with preparations for the start of the school year, including organizing student orientation materials, preparing student folders, assigning lockers and combinations, ordering supplies, and assisting with other back‑to‑school logistics as needed
• Set up and maintain student files such as quarterly reports, ERB’s, and confidential files
• Prepare and maintain Excel spreadsheets, collect and analyze data
• Handle minor student issues such as lost items and trouble with lockers
• Assist in set up and break down of weekly assemblies (if needed)
• Create and maintain bulletin boards in the Middle School Hallway (if needed)
• Place orders for office machine repairs and routine maintenance
• Replenish office supplies as needed
• Assist the school nurse with students when needed
• Gather student transcripts and create mailing packet to be sent to prospective schools on behalf of students
• Gather and deliver mail for entire Middle School
• Provide coverage for lobby receptionist
• Manage the lost and found, keep Middle School Commons tidy and organized
• Manage student phone distribution in the afternoons
• Create and update Emergency Roster Notebook

• Send and collect information packets and permission slips to parents for field trips
• Print and file student reports

• Prepare spreadsheets and documents for trips, special events, and SEAL
• Collate the data from surveys and questionnaires

• Assist and prepare various spreadsheets for Middle School data
• Coordinate logistics for student testing through ERB website
• Coordinate ERB Testing schedule to include assigning rooms and faculty for proctoring
• Assist with ERB Testing proctoring with students as needed
• Create and send letter containing ERB scores to parents
• Copy and prepare confidential student folders
• Act as liaison between tutors and students for relaying messages
• Coordinate transition meetings at end of year

• Scheduling for the Director of Diversity, Equity, and Inclusion (DEI)
• Weekly 1:1 meetings with Director of DEI for planning, budgeting, etc.
• Coordinate and collaborate logistics with DEI Fellow, Facilities, Special Events
• Reserve meeting locations and help with setup and clean up
• Assist as needed with budgeting needs, emails, taking and/or editing meeting notes, etc.
• Assist with logistics and event planning for Partners Thanksgiving, ACACiA Day, Holi Run, and other special events
• Attend annual calendar planning meetings on behalf of DEI Office; add and maintain DEI events in Veracross calendar as well as Google Calendars for DEI Director & DEI Fellow
• Fulfill purchase and supply needs for DEI Office/Events as needed. Keep track of DEI purchases for budget tracking and code DEI purchases

• Collect permission forms for challenge/class trips and follow up with students who have missing forms

• Assistance with Exploratory Learning Week
• Assist with end of year closing ceremony
• Assist with end of year field party
• Assist other Administrative Assistant with correspondence, mailings, and various projects
• Monitor the students in the gym from 8 to 8:30 a.m., 10:45 to 11 a.m., and 1 to 1:30 p.m.
• Get out basketballs from closet, make sure students put them away then lock up when done
• Use the radio to contact the nurse if there are any injuries

Other duties may be requested or assigned.