Middle School Administrative Assistant

Middle School Administrative Assistant

The Benjamin School - North Palm Beach, FL

Job Overview
The Benjamin School is seeking a detail-oriented and organized Administrative Assistant to join our Middle School. The ideal candidate will provide essential support to our office operations, ensuring smooth workflow and effective communication. This role requires a proactive individual who can manage multiple tasks efficiently while maintaining a high level of professionalism.

Position Summary

The Middle School Administrative Assistant plays a vital role in supporting the Middle School and its Division Head with key administrative responsibilities. In this close-knit community, the ideal candidate should be committed to fostering strong relationships with students, parents, and colleagues. It is essential to cultivate a welcoming and positive atmosphere in the Middle School Office while contributing as a valued member of the middle school faculty and staff.

Key Expectations for All TBS Employees

• Actively supports the school’s mission and policies.
• Consistently exemplifies The Benjamin School's 12 Values.
• Cultivates positive working relationships by maintaining effective communication through listening, responsiveness, openness, availability, and approachability.
• Demonstrates initiative and a strong work ethic, fostering these qualities in others.
• Continually enhances professional knowledge and skills to strengthen both the role and the school.

Essential Duties and Responsibilities

• Serve as the first point of contact, warmly greeting visitors and managing entry procedures.

• Issue visitor passes and ensure adherence to campus security protocols.

• Answer and route incoming phone calls, respond to inquiries, and relay messages as needed.

• Maintain a professional and positive demeanor in all interactions.

• Perform a wide variety of administrative tasks independently and efficiently.

• Record and distribute daily student attendance reports to faculty.

• Create, draft, and format documents such as letters, memos, agendas, reports, and presentations.

• Maintain accurate and organized student cumulative (cum) folders, including updates on test scores, awards, and honors.

• Assist with proofreading and editing report cards each quarter.

• Update and manage electronic databases, including contact lists, schedules, and attendance records.

• Create and distribute weekly school newsletters (Orange and Blue Review) to staff, students, and parents.

• Coordinate and maintain the Semester Planner and daily schedules.

• Develop and share monthly and weekly event calendars for faculty and families.

• Inform the Head of Middle School about upcoming events, important deadlines, and sensitive communications.

• Assist with planning and execution of school events such as Orientation, Back to School Night, and new parent meetings.

• Organize the End-of-Year Academic Program, including program creation, certificate formatting, and award logistics.

• Coordinate the annual school photo day, managing communication and scheduling.

• Plan and execute the Leader of the Week recognition program and annual luncheon.

• Work with parent liaison committees to organize social events and grade-level meetings.

• Secure entertainment and manage RSVPs for 8th-grade dance.

• Coordinate substitute teacher scheduling and assist with onboarding and payroll processing.

• Track staff attendance using Paychex and report discrepancies to HR/Payroll.

• Manage faculty/staff meal arrangements and food service coordination.

• Order office supplies and maintain inventory of necessary materials for staff.

• Operate and maintain office equipment, scheduling service as needed.

• Assign lockers and locks at the start of the school year; manage lock collection and combinations for reuse.

• Manage the daily lunch program, including vendor coordination, volunteer scheduling, and inventory stocking.

• Process purchase orders, check requests, and travel reimbursements.

• Manage division budget-related administrative responsibilities in coordination with the business office.

• Serve as a member of the Crisis Response Team in collaboration with the Dean of Students.

• Follow all school safety and emergency procedures.

• Maintain confidentiality and demonstrate discretion in handling sensitive information.

• Complete all assigned tasks accurately and within established deadlines.

• Perform other duties as assigned by the Head of Middle School.

Qualifications

• Proven experience in an administrative or office management role, preferably in an educational setting.

• Strong communication and interpersonal skills.

• Ability to handle multiple priorities with attention to detail and organization.

• Proficiency in Microsoft Office Suite and digital file management.

• Familiarity with school information systems and attendance tracking platforms is a plus (e.g., Paychex).

• High school diploma required; college degree preferred.

Benefits Overview:

The Benjamin School offers a competitive salary and an outstanding benefits package, which includes Medical, Dental, and Vision, AFLAC, 403B Retirement, Paid Time Off, Flexible Spending, Student Tuition discounts, and Educational assistance and School-paid Basic Life Insurance and Long Term Disability. For additional information, please visit our website at .

If you are an enthusiastic individual with strong administrative skills looking to contribute to our dynamic team, we encourage you to apply for this exciting opportunity!

Kindly send your resume and letter of interest to ms.openings@thebenjaminschool.org. We request that you refrain from making telephone inquiries.

DFWP/EOE 4/10/2025

Job Type: Full-time

Pay: $48,000.00 - $57,000.00 per year

Schedule:

• Monday to Friday

Work Location: In person

Salary : $48,000 - $57,000