Upper School Office Assistant

The Upper School Office Assistant serves as a welcoming and dependable member of the school community and provides essential administrative and operational support to ensure the smooth and efficient functioning of the school day. This position serves as a central resource for students, families, faculty, staff, and administrators, supporting daily attendance, grade reporting, faculty scheduling, substitute coordination, office communications, and school/office supplies.

• Welcome students, families, faculty, staff, visitors, and vendors in a warm, professional, and helpful manner.
• Serve as a primary point of contact for general school questions, providing accurate information or directing inquiries to the appropriate administrator or department.
• Answer, screen, and route telephone calls; monitor and respond to general school office emails and messages.
• Assist with student arrival, dismissal, late arrivals, early departures, and visitor check-in procedures in accordance with school policies.
• Maintain a safe, orderly, and welcoming front office environment.
• Receive, sort, and distribute incoming mail, packages, deliveries, and communications.
• Maintain and organize office files, forms, records, and supplies.
• Support school-wide communications and administrative projects as assigned.
• Maintain confidentiality of student, family, personnel, and school information.

• Support management of daily student attendance records in the school’s student information system.
• Generate daily, weekly, and periodic attendance reports for administrators and faculty.
• Pull and prepare student grades, attendance information, and other student data for administrative, faculty, and parent meetings as requested.
• Support faculty and administrators with student information requests, ensuring that information is shared only with authorized individuals.

• Coordinate daily teacher coverage for absent faculty members, including identifying available in-house coverage and arranging substitute teachers when needed.
• Prepare substitute teacher folders, schedules, lesson plans, attendance rosters, classroom assignments, and other materials needed for the school day.
• Welcome and orient substitute teachers to the campus, provide necessary information and materials, and serve as a resource throughout their assignment.
• Maintain accurate records of substitute assignments and communicate daily coverage information to administrators and faculty.
• Provide classroom coverage or substitute for classes as needed, subject to appropriate qualifications, school procedures, and administrative direction.
• Work collaboratively with office staff, school leadership and department heads to ensure adequate classroom coverage and continuity of instruction.

• Assist teachers with routine administrative and organizational needs.
• Assist with grade pulls, academic reports, and other data requests from office staff and administrators.
• Support the organization of faculty meetings, professional development activities, and school-wide events.
• Maintain shared faculty calendars, schedules, and information as directed.
• Assist with the preparation and distribution of faculty communications, forms, and other materials.
• Coordinate routine office requests from teachers and help ensure that needed materials and information are available.
• Support the administration with special projects, research, data entry, and other operational tasks as assigned.