Long-Term Leave Administrative Assistant

Position Description

This position is a long-term leave replacement for the  academic year. The Middle School administrative assistant supports families, faculty, students, and staff with the daily and long-term administrative tasks of the Division.

Front Desk & Visitor Management

• Provide high-quality customer service to students, parents, visitors, and faculty, acting as the primary liaison between families and the school
• Exercise sound judgment and discretion with the wide range of sensitive and confidential information encountered at the front desk — including family, student, and staff matters — beyond what's covered by formal record-keeping policies
• Greet visitors, verify identities, and ensure proper sign-in to control building access
• Execute security protocols in response to safety or security concerns, ensuring a secure environment for all students and staff
• Answer, screen, and direct phone calls efficiently, addressing inquiries or redirecting to appropriate staff
• Receive and route incoming mail, ensuring timely distribution
• Manage the lost and found

Attendance & Student Records

• Complete daily attendance updates, ensuring accuracy as students enter and leave the building
• Maintain and process academic student records, ensuring requests are handled promptly and confidentially

Health & Safety

• Administer basic first aid and dispense approved medications to students, maintaining accurate medical records and histories
• Supervise sick or injured students, collaborating with the school nurse, and promptly notifying families as needed
• Develop and maintain compliant filing systems for medications and student health records, in accordance with privacy and confidentiality standards
• Prepare and supply first aid kits, medications, and emergency forms for off-campus events and field trips

Events & Field Trips

• Schedule and coordinate events and meetings, working closely with facilities and other departments to ensure smooth logistics and communication
• Set up for events (MS Coffee, Open House, Curriculum Night) and order catering as needed
• Monitor field trip documents, ensuring all required forms are completed and signed by parents in a timely manner

Operations & Budget

• Manage purchasing (supplies, textbooks, licenses, testing, field trips) and credit card reconciliation for the division while monitoring departmental budgets
• Manage the organization and upkeep of supply rooms and storage closets, ensuring that office equipment is maintained and operational
• Develop and maintain a system for managing and supporting substitute teachers, ensuring coverage and support for absent faculty

General

• Other duties as assigned by the Head of School

• Excellent organizational and multitasking skills, including being able to stay focused in a high-traffic environment
• Willingness and ability to work cooperatively and in collaboration with colleagues and administration.
• Proficiency in Mac and Google suite, including spreadsheets, calendars, and email
• Ability to effectively prioritize tasks and manage time
• Ability to model and implement the school’s Mission Statement, Values, Portrait of a Tarrier, and our DEIB Inclusion Statement
• Strong self-management skills
• Excellent verbal and written communication skills
• Creative analytical and problem-solving skills

High school diploma required;
Bachelors degree preferred. Successful candidates will have 3-5 years of experience in a similar administrative role.

Candidates will possess appropriate expertise and experience for an applicant able to perform the duties as outlined in this posting and deliver consistent and excellent outcomes.

• Must be able to sit and stand for extended periods of time;
• Must be able to move easily around an office space and extensive campus, accessing materials and assisting others as needed;
• Must be able to communicate and exchange information with students, teachers, and families with appropriately sensitive and accurate communication skills.
• Must be able to consistently lift up to 25 lbs.

This position has an hourly range between $24.00 and $28.00, depending on qualifications and experience. Benefits…