Administrative Assistant to the Director of the Middle School
St. Thomas School
April 10, 2018
Full Time - Administration
4 Year Degree
Are you a dynamic, highly motivated professional that embraces innovation and longs to be part of a school that encourages thoughtful risk-taking, is open to new approaches to instruction, and is committed to your professional development? Do you want to shape tomorrow’s leaders by having the opportunity to play a role in determining the school’s climate and collaborate with colleagues to decide what and how you will teach?
If so, we have the perfect role for you!
Who We Are:
What We Offer:
Robust benefits package
Preschool – Eighth Grade
Professional development opportunities
Extraordinary work environment
A non-sectarian, Preschool through Eighth Grade school, STS is one of the oldest independent schools on the east side of Lake Washington. St. Thomas School’s educational journey is defined by a cognitively rigorous program with an emphasis on developing character, leadership, and a passion for learning and achievement. Our mission is to develop responsible citizens of a global society. STS is a recognized leader in developing the whole student. Our core values include gratitude, responsibility, respect, courage, integrity, tolerance, compassion, perseverance, and generosity. STS serves over 330 students and boasts a 55,000 sq. ft. LEED Gold certified campus.
Under minimal supervision, provides administrative support for the Director of the Middle School. Coordinates with the Director of the Center for Personalized Learning and the School Counselor in setting meetings with families and faculty for personalized learning and counseling, in direct relation to students in the Middle School.
Provides administrative support primarily for the Director of the Middle School (MS).
Provides administrative support for the Director of the Center for Personalized Learning and the School Counselor.
Acts as primary contact for Director of the MS with regard to parent, teacher, and staff meetings
Manages calendars for Director of the MS, scheduling, setting meetings, and updating communications.
Assists the Director of the MS in scheduling meetings involving parents, faculty, and community contacts, as needed.
Assists the Director of the MS with STS News announcements, letters, bulletins, blogs, and other social media and website applications.
Organizes and supports registration, travel, and hotel arrangements for Director of the MS and MS faculty, as well as Athletics and Performing Arts, regarding professional conferences, workshops, and courses.
Supports communications on behalf the Director of the MS and other related faculty and staff.
Works collegially with the receptionist and other administrative assistants, ensuring a welcoming office environment and addressing the various needs of students, parents, and visitors, assisting at the front desk when needed.
Supports special parent events and workshops in the Middle School, as needed
Maintains the professional atmosphere of the Middle School, including Athletics and Performing Arts, creates all event plans related to athletics, and acts on behalf of the Director of Athletics, Health and PE when communicating with email and phone requests.
Posts detailed information, including dates and logistics for Athletics/Health/PE and Performing Arts Department on school website and in other school communications
Manages files for coaches, including certifications and contracts; provides updates to the coaches and the Director of Athletics, Health and PE so that coaches are eligible to work
Manages files for athletes, including physical exams and other forms needed in order to be able to compete. Communicates with families and program heads to ensure that athletes are eligible to compete
Serves as the lead manager of all athletics data, including team rosters, game schedules, and coach permissions; distributes and collects athletic uniforms
Maintains and updates program records and statistics
Supports Athletics Director in building the MS Health Fair Schedule and liaises between the School and outside Health Fair presenters
Supports the Performing Arts Department in creating production publications and rehearsal and performance schedules, managing registration of student participants, booking theaters, ordering and returning costumes and props, and managing general communications with the community
Helps maintain the athletics and performance arts budgets, helping the business office maintain accurate spreadsheets of all expenses and revenue that come through the athletics and performance arts departments, and assists the business office to ensure their records match the athletics and performance arts department records
Observes laws and the school’s policies, procedures, and regulations which have application to and implication for the professional’s responsibilities
Vigorously engages in his/her own professional development
Establishes and cultivates community relations by maintaining open and candid dialogue with all of the school’s constituencies
Is familiar with and complies with all policies and regulations as put forth in the school’s documents
Since safety and security are everyone’s responsibility, takes all necessary and reasonable precautions to protect students, faculty, staff, equipment, materials, and facilities
Manages the photography for Middle School events, including Graduation, Performing Arts productions and Athletics events
Performs other duties as assigned
Required Education & Experience:
High School Diploma or GED required
Bachelor’s degree from a 4-year college or university preferred
3+ years’ experience working in an office environment
Experience with school focused technology is a plus: Senior Systems Ascendance and FinalSite
Required Knowledge, Skills & Abilities:
Excellent verbal and written communication skills
Proficient at working in a Microsoft Windows environment (Windows 7 or higher), using Office (version 2010 or higher), including Outlook; ability to master common automated systems for record keeping, and confidently learn new technology
Excellent calendar-, time-, and project-management skills
Excellent customer service skills
Excellent professional (email, phone, letter) etiquette
Ability to maintain confidential information
Ability to manage multiple ongoing projects throughout the year
Ability to work and communicate well with all levels of faculty and staff
Ability to work and communicate well with students and their parents
Ability to sit and keyboard, talk on the phone up to 8 hours per day
Ability to lift and carry up to 50 pounds (e.g., cases paper and office supplies)
Some outdoor work may be required
If this sounds like you, please visit the St. Thomas School website Careers page at: www.stthomasschool.org/about/careers, follow the instructions to complete our online employment application, then upload your résumé and a cover letter explaining why you are interested in this position. Thank you for your interest in St. Thomas School and this position.
Position open until filled. No phone calls or drop-ins please.
This description is intended to describe the general content of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.
Additional Salary Information: Salary is competitive with public and independent schools. STS offers an excellent benefits package, opportunities for professional development, and an extraordinary work environment.
Internal Number: N/A
About St. Thomas School
St. Thomas School, a non-sectarian, Preschool through Eighth Grade school, is one of the oldest independent schools on the east side of Lake Washington. St. Thomas School’s educational journey is defined by a cognitively rigorous program with an emphasis on developing character, leadership, and a passion for learning and achievement. Our mission is to develop responsible citizens of a global society. STS is a recognized leader in developing the whole student. Our core values include gratitude, responsibility, respect, courage, integrity, tolerance, compassion, perseverance, and generosity. STS serves over 300 students and boasts a 55,000 sq. ft. LEED Gold certified campus.