School administrative

Job Summary

The Middle School Division Administrative Assistant provides consistent, confidential, and professional administrative support to the head of the middle school.

Helps to maintain a well-functioning middle school, playing an integral role in supporting the faculty and student body daily .

The assistant should maintain a courteous and warm presence in the middle school office, working with students, parents, and teachers.

The assistant should enjoy thriving in a fast-paced environment, have the ability to multitask, and be skilled at working with various software applications, technology, and data management systems.

Duties and responsibilities

• Using Google Workspace, manage and maintain the head of middle school’s appointments and calendar.
• As directed, manage the operational and day-to-day business needs of the middle school division.
• Be a reliable, friendly, and helpful presence in the middle school for all administrative and front desk needs of staff, students, parents, and visitors.
• Take middle school attendance, collect tardy information for morning meeting and classes, and enter all information into the Blackbaud information management system.
• Answer front desk phone, greet guests, distribute mail, and manage the processes for checking students in and out of school throughout the day.
• Help support student cell phone collection in the morning and afternoon.
• Coordinate the middle school internal calendar with the school-wide calendar, working to eliminate conflicts and ensuring quality event planning.
• Assist middle school teachers, as directed, with field trips and other events and program coordination, scheduling, and logistics.
• Keep lists of student advisories, grade-level sections, and locker assignments.
• Compile information as requested, formatting reports, graphs, tables, records, and presentations.
• When needed, assist the Schoolhouse Administrative Assistant in coordinating substitute teachers, coverage, and other administrative support.
• Manage receipts, reimbursements, and expenses for the head of the middle school’s budget.
• Assist grade-level deans and deans of students with grade-level, divisional, and school-wide events and activities.
• As needed, support the admission team with middle school buddy day logistics.
• Help coordinate annual STAR testing for the division (standardized testing).
• Coordinate the sign-up and scheduling process for parent / teacher conferences.
• Manage picture day schedule and logistics.
• Coordinate location, food, and resource logistics for division meetings and some weekly faculty meetings in partnership with the Resource Team.
• Provide general clerical duties and administrative support to the school.
• Manage and maintain teaching / administrative supplies and materials.
• Serve as the primary backup to the Schoolhouse Administrative Assistant for phone coverage.
• Be a collaborative member of the school Resource Team and a backup to the upper school front desk duties in the summer, as needed.
• Other duties as assigned.

Qualifications

• Bachelor’s degree preferred.
• Punctual self-starter with excellent organizational and communication skills and the ability to take initiative and prioritize tasks.
• Excellent computer / technology skills and willingness to learn new software and applications.
• Familiarity with Google Workspace, Blackbaud, and / or other office management and project management software is preferred.
• Experience with and / or enthusiasm about working in an academic environment.
• Commitment to Bosque School’s mission and values.
• Discretion and respect for confidentiality.

Physical requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Direct reports

N / A

Last updated : 2024-10-24