Job Title: Middle School Office Administrator

Department: Middle School

Reports to: Head of Middle School / Head of School

FLSA Status: Non-Exempt

Revised: April 6, 2018

Start Date: ASAP and not later than Monday, July 2

Position Overview:

The Middle School Office Administrator is the initial contact for students, parents, prospective parents, and all other visitors to the school. He or she sets the tone for a warm, welcoming, and service-oriented environment. Reporting jointly to the Head of Middle School and Head of School, the Middle School Office Administrator helps manage the day-to-day operations of the Middle School and also assumes responsibility for longer-term projects for the division and the School as a whole.

Essential Job Duties and Responsibilities:

• Provide general support to the Head of Middle School to ensure smooth daily operations of the Middle School, including but not limited to taking daily attendance, processing dismissal changes, coordinating faculty substitute coverage and setting up the daily lunch service
• Support the Head of School’s partnership with the board by reserving rooms, ordering and setting up meals, organizing supplies, and the like
• Maintain all student records including attendance, medical information, conference notes, and report cards
• Generate student transcripts upon request
• Gather and track all materials necessary for eighth grade High School applications
• Support admissions events such as student visits and tours
• Oversee arrangements for eighth grade banquet and graduation
• Submit record of seventh grade vaccinations to the state
• Compile emergency contact information for students
• Prepare emergency backpacks for each classroom
• Assist with the coordination of emergency preparedness drills
• Administer first aid and medication to students in need; maintain medical log; call home as necessary; replenishes supplies
• Arrange for lice checks at the beginning of each year and perform them as necessary throughout
• Oversee Middle School and school-wide calendar
• Support development of school schedule and distribute final schedules to faculty and students
• Place supplies, materials, and textbook orders and distribute such upon arrival
• Prepare school “agenda/planner” for grades four through eight
• Order and organize meals for faculty and staff once a week, and on conference, in-service, and professional development days
• Organize and oversee the kitchen, and replenish related supplies
• Support the hiring process by receiving and responding to inquiries, filing resumes and distributing them to appropriate offices, creating candidate schedules, and arranging hotel rooms as necessary
• Prepare mailings and correspondence, both paper and electronic, as requested
• Coordinate room use for conference room
• Oversee lost and found

 General Responsibilities:

• Serve as a member of the school’s staff and support creation of service-oriented environment
• Participate in School-wide events and meetings
• Accept and perform other duties, as assigned

Requirements:

• Demonstrate a passion for Keys School and the ability to create a warm, welcoming, and service oriented environment for all
• Demonstrate excellent and effective written and verbal communications
• Exhibit a cooperative team approach, complete with a good sense of humor and demonstration of a united front
• Display initiative, internal motivation, and a willingness to take on responsibilities beyond those explicitly defined
• Execute responsibilities efficiently, accurately and on or before deadlines
• Be available to work occasional evenings and weekends, generally scheduled in advance
• Exhibit the ability to define problems, collect data, establish fact, grapple with complexity and inconclusive evidence, and draw valid conclusions. Must interpret technical instructions in written, mathematical, or diagram form
• Possess the ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume
• Exhibit sound judgment related to confidential conversations, projects, and information related to the School or any of its constituents including the effective communication regarding such matters to the appropriate individuals
• Possess and provide evidence of a bachelor’s degree, a graduate degree in a related field strongly preferred
• Three to five years of related professional experience
• Strong working knowledge of Microsoft Office, Google Suite, presentation software, and communication technologies, including social media, and the ability to conduct effective online research
• Initial and continued criminal background clearance by DOJ and FBI
• Initial and continued tuberculosis clearance
• Maintain a valid driver’s license and the ability to transport oneself between two campuses.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, ability to adjust focus, and sound hearing. The ability to speak clearly and coherently is also required. One must also maintain a valid driver’s license and the ability to transport oneself between two campuses. While performing the duties of this job, the employee is regularly required to sit; use hands, talk, and hear. The employee is frequently required to reach with hands and arms. On occasion, the employee is required to stand, walk, stoop, kneel, crouch, and crawl.

Interested candidates should submit a cover letter, resume, and three to five references to jobs@keysschool.org

Keys School is an Equal Opportunity Employer. Qualified applicants are considered for employment without regard to age, race, color, religion, gender, national origin, disability, orientation or veteran status. For more information on the school, please visit keysschool.org