Position Title: Administrative Assistant to the Middle School
Date Modified: November 2018
Reports To: Head of Middle School/Dean of Academics
Summary: The Administrative Assistant to the Middle School provides support to the daily operations of the Middle School and to the Administrative Team, faculty, students, and parents of the Middle School.
Provide administrative support to the Middle School to include but not limited to the preparation of correspondences, professional development forms, student records, etc.
Manage and prepare purchase orders for Head of Middle School/Dean of Academic’s authorization
Maintain the departmental budget for accurate accounting purposes
Maintain and enter computer data (both employee and student) in school database
Collect, compile and submit monthly sub and absence reports to Human Resources
Manage different projects as assigned by Head of Middle School/Dean of Academics or Assistant Head of Middle School to include, but not limited to, Professional Development funding request for faculty, student attendance, ERB CTP process, Middle School Diplomas, New Student Orientation, curriculum information, coordination of award ceremonies, etc.
Independently answer routine inquiries and correspondence from parents, staff and students
Coordinate the Middle School office administrative needs, i.e. ordering office supplies, public communications, generating support tickets for Maintenance/IT issues, etc.
Manage Outlook calendar for Head of Middle School/Dean of Academics, including scheduling of meetings and events
Review the accuracy of various campus-wide materials, publications, yearbook pages, etc. prior to final publication
Assist with the Middle School weekly creation of “News from the Hall”
Maintain active sub list and employee leave logs
Perform general office duties including answering phones, greeting the public, data input, filing, sorting and distributing incoming/outgoing mail, etc.
High School diploma or equivalent
Minimum 2 years’ experience in the field or in a related area
Strong proficiency in Microsoft Outlook, Word, Excel
Strong proficiency in database systems utilizing attendance module
Skills and Abilities:
Ability to work in a diverse environment and be sensitive to issues of diversity and inclusion
Must have excellent communication skills (written and oral)
Strong organizational skills and attention to detail, especially on financial matters
Ability to interact professionally with others
Ability to manage simultaneous projects and handle multiple deadlines under a continuous interrupted work environment
Ability to be flexible/adapt to changes and assignments
Customer service oriented
Ability to handle highly sensitive information and maintain privacy of faculty, students and parents
Must have an understanding of office systems to include telephone etiquette and competency with a variety of computer programs and software
Physical Requirements and Work Environment
Must be able to sit for long periods of time, be able to stoop, bend, and reach for items necessary to complete the essential job functions
Must have visual acuity to perform activities such as preparing data and figures; viewing computer terminal; extensive reading and operating office machines
Must be able to exchange accurate information both in verbal and written form with others
Be able to occasionally lift up to 15 lbs.
Work in a traditional climate controlled office environment
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.