Manages day-to-day operations of the Middle School office in support of students and faculty
Works with Registrar to support student schedule changes as needed
Attends weekly or biweekly meetings with Head of EC, LS, and MS and Assistant Head of Middle School
Presents as a positive representation of the school with a solution oriented approach
Schedules and coordinates calendar for the Division Head and make all meeting arrangements
Produces agendas and materials needed for administrative meetings
Provides confidential, consistent, and professional support to both Division Heads, faculty, and staff
Manages a variety of projects and assignments
Develops and implements streamlined systems and processes across various areas to support smooth operation of MS
Coordinates Family Conferences, ensuring efficient coordination and communication
Creates presentations using a variety of presentation resources using PowerPoint, Prezi, Keynote, etc. as needed
Generates daily MS attendance report; monitor late arrivals and early dismissals
Maintains the Time-Off Calendar for designated subset of employees
Monitors Middle School supplies and ordering in collaboration with Business Office
Maintains Middle School budgets and processes related to purchasing (purchase orders, reimbursements, etc.)
Attends a variety of school-organized social events/functions.
Undertakes all other administrative duties as assigned by the Head of EC, LS, and MS contributing to the efficient operation of the Division
Participates in MS Curriculum Nights and other evening events hosted by the MS Division, representing and supporting the Head of EC, LS, and MS
Manages supply needs for the Middle School, including classroom supplies, photocopying needs, etc.
Manages facility requests, calendaring, and event planning for Middle School events and Head of EC, LS, & MS
Maintains accurate and consistent signage (e.g., elevators, door badges) in the Upper School in collaboration with facilities
Conducts Summer Facilities Walk-throughs
Manages uniform information, uniform exchange, and lost & found logistics
Coordinates school trip logistics and planning, including multi-day grade level overnight trips
Coordinates Grade 8 Moving-Up Ceremony in collaboration with Head of EC, LS, & MS and Assistant Head of MS
Completes NPSIS student entry and coordinates OMNY card transportation for Middle School and High School students in collaboration with Executive Assistant to Head of EC & LS
Supports Head of EC, LS, & MS in updating student PowerSchool discipline and important notes records
Creates daily (faculty) and weekly communications (families, faculty, and staff) in collaboration with the Head of EC, LS, & MS and acts as a point person for updates
Serves as communication liaison with the Middle School community
Coordinates schedules for picture day in collaboration with the Executive Assistant to the Head of Middle School and the Communications’ team
Tracks student attendance and communicates with families for entire Upper School
Supports Director of Fine Arts with department orders, Fine Arts’ events (including calendaring), photocopying, reimbursement requests, facilitating vendor payments, and other administrative tasks as needed
Attends biweekly meetings with Director of Fine Arts
Produces agendas and materials needed for administrative meetings
Attends a variety of school-organized social events/functions
Provides confidential, consistent, and professional support to Division Head, faculty, and staff
Supports daily duties in Middle School as needed
Composes, types, proofs, and edits professional correspondence, memoranda, emails, and other records received and disseminate on time as needed
Manages a variety of projects and assignments
Creates presentations using a variety of presentation resources using Google Slides, PowerPoint, Prezi, Keynote, etc.
Bachelor's Degree or significant relevant experience
3-5 years of experience in an administrative support position in an educational or corporate setting
Ability to juggle multiple priorities/projects
Attention to detail and organization
Proactive; ability to anticipate needs
Excellent verbal and written communications skills
Strong technical skills, including proficiency in Google applications, database management (experience with PowerSchool and Schoology is a plus), and proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
Demonstrated patience, collaboration, flexibility, and collegiality with supervisor, colleagues, students, and families
Discretion and ability to maintain respect for confidential information
Cultural competence
Commitment to the school’s mission, core values, and inclusion statement
