MS Administrative Assistant

Job Title:  Middle School Administrative Assistant

FLSA Status: Non-Exempt

Reports to: Middle School Director

Department: Middle School

Prepared Date: December 2024

Core Responsibilities

Assists and provides primary administrative support to the Middle School Director, Dean of Students/Counselor, and Learning Specialist, with ancillary support to Middle School employees, parents/caregivers, and students. Hours are 7:30 a.m. to 4:30 p.m. 

Strong candidates will enjoy working with 10-14 year old students and their families, supporting faculty in a fast-paced environment, and helping leaders plan events and communicate regarding all middle school needs.  Candidates should be extremely organized, proactive, and self-directed.  Individuals should be eager to find new ways to support the division and be flexible and adaptive to its changing needs.  Ability to use and learn educational software is essential.  Candidates must also be able to maintain confidentiality regarding sensitive information.  

Major Duties and Responsibilities

Attendance

• Track and report student attendance daily, ensuring accurate records in Blackbaud. 

• Maintain records of late arrivals and early departures. 

• Locate unaccounted students (those reported as missing from class but not reported absent by family/caregiver).

• Communicate with families about attendance issues. 

• Support employees in reporting attendance consistently.

• Alert the nurse and MS Admin Team about students missing 3 consecutive days of school.

• Support attendance-taking during emergency drills. 

Administrative & Clerical

• Answer Middle School phone and direct calls to the appropriate team member.

• Handle incoming mail for Middle School.

• Order and manage divisional office supplies.

• Schedule group meetings and appointments for the Middle School Director and Admin Team.

• Develop and distribute to various constituencies forms, surveys, and other documents.

• Provide supporting content, formatting, and distribution of divisional communication to families, including the monthly Middle School Newsletter.  

• Find substitute teachers for absent faculty members.

• Reconcile the Middle School Director's school credit card.

• Monitor Middle School spending to ensure budget compliance. 

• Schedule campus visits for employee candidates and make appropriate travel arrangements related to those visits.

• Provide relief for the school receptionist at the reception desk as requested.

• Comfortable with (or willing to learn) various office software programs, including Google Suite.

• Other duties as assigned by the Middle School Director.

Meeting & Event Support

• Make arrangements for setup and refreshments/meals for a variety of meetings and events throughout the year.

• Attend staff meetings and events as requested. 

• Attend periodic late afternoon or evening events as needed (e.g. Back to School Night, Admission events, parent/caregiver events). 

Academic Records & Information Support

• Maintain student records, grades, and files.  

• Assemble hard copies of records (e.g., as requested by families, court orders, legal proceedings). 

• Support the Middle School Director in arranging logistics for both in-person and virtual conferences.

• Support Middle School Director in creation and distribution of Middle School Faculty and Student Planners. 

• Support Learning Specialist in exam schedule preparation and storage/distribution of mid-year and year-end exams. 

Student Support

• Assist families and students with lost and dropped-off items.

• Label and maintain records for student mailboxes and lockers.

• Help communicate and enforce expectations for student behavior (e.g., attendance, keycard use, use of common spaces, phone use). 

• Approve/assign disciplinary consequences in Blackbaud.

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