Middle School Administrative Assistant

Position Summary

The Middle School Administrative Assistant plays a central role in ensuring the smooth functioning of the Middle School. Reporting to the Head of Middle School, this position provides high-level administrative and operational support to the Middle School Administrative Team.

This individual serves as the hub for communications, scheduling, logistics, and data management, while also supporting faculty care, student programming, and divisional initiatives. The ideal candidate is proactive, highly organized, detail-oriented, and adept at managing multiple priorities in a dynamic educational environment.

This position is full-time, non-exempt and reports to the Head of Middle School.

• Oversee daily office operations; serve as liaison to other departments (US division, facilities, dining services, business office, tech office, athletics, etc.)
• Manage calendars for divisional leadership; coordinate meeting schedule and track key deadlines.
• Answer and redirect phone calls and emails; serve as the first point of contact for families and visitors.
• Maintain divisional calendars and ensure consistent, accurate information sharing.
• Attend weekly Middle School administrative team meetings and support organizational follow-through.
• Manage copier/printer maintenance, general supply purchasing/distribution, and student mailbox assignments.

• Manage daily attendance records in accordance with school policies.
• Coordinate grading periods, advisories, and schedules in Rivers Net information system.
• Create and maintain Google Doc term report forms for each student.
• Support student records management, including forms, field trip payments, and confidential files.
• Procure substitute coverage and handle related paperwork.
• Coordinate spring/summer textbook and supply ordering, vendor coordination, and distribution.

• Coordinate Middle School events (orientations, parent coffees, Mini School, parent conferences, field trips, end-of-year events) in collaboration with Middle School team and the Advancement Office
• Draft, edit, and distribute communications, including the weekly internal newsletter This Week in the Middle School, and announcements via Canvas.
• Create FMX function sheets and manage logistics for divisional events.
• Proofread all communications to ensure accuracy and professionalism.

• Support faculty care through scheduling, communication, and resource management.
• Coordinate faculty evaluations: schedule meetings, classroom visits; manage documentation (student and colleague feedback surveys).
• Assist with hiring processes:
  Greenhouse administration; coordinate candidate interviews, travel planning, reimbursements, and on-campus visits.

• Track and manage divisional expenses, reimbursements, and budget allocations.
• Monitor and reconcile credit card receipts to ensure compliance and fiscal responsibility.
• Make purchases and organize receipts for accounting purposes.

• Maintain and update Rivers Net for attendance, scheduling, conferences, and records.
• Create and manage Google Calendars for divisional functions (special schedules, homerooms, faculty meetings).
• Maintain Canvas Middle School Hub and Professional Community pages.
• Serve as Amazon Super User for faculty and staff supply ordering.

• Required:
  
  Bachelor’s degree

• Required:
  
  3–5 years of administrative or operations management experience
• Preferred:
  Experience in an academic environment, ideally in an independent school; familiarity with student information system (Blackbaud) and learning management system (Canvas).

• Proficiency with Google Workspace and Microsoft Office.
• Strong organizational, problem-solving, and multitasking skills.
• Excellent verbal and written communication; detail-oriented with strong editing/proofreading ability.
• Ability to work collaboratively with diverse constituencies.
• Commitment to confidentiality, professionalism, and DEI principles.
• Team-oriented with strong interpersonal skills, especially in interactions with young…