Hybrid ADMINISTRATIVE ASSISTANT (September 2025 start) at None

Position: Administrative Assistant Reports to:  Head of Lower School

Division: Lower School FLSA Status:  Non-Exempt

Employed:  Full Time, 10 months plus one

                      week prior to preplanning, onsite Direct Reports: None

We are seeking a dedicated, detail-oriented, and personable Administrative Assistant to provide vital support to the Lower School. This role is crucial in ensuring smooth daily operations, maintaining communication with parents and staff, and supporting both program directors in their tasks. The ideal candidate will be a proactive team player with strong organizational and communication skills and a passion for working with young children and their families.

• Administrative Support:

  • Assist the Head of Lower School with daily administrative tasks, such as scheduling, filing, and managing emails.

  • Maintain accurate records for students, including attendance, emergency contacts, and health documentation.

  • Organize and maintain filing systems for both programs, ensuring all records are up to date and easily accessible.

  • Maintain state-required documentation of professional learning, health and safety certifications, background checks, etc.

• Communication and Customer Service:

  • Serve as the primary point of contact for parents, staff, and visitors related to the Preschool and Extended Day Programs.

  • Answer phone calls, respond to emails, and provide information about program details, registration, and policies.

  • Assist with the onboarding of new staff and families, including providing necessary forms and information about the programs.

  • Coordinate with staff to ensure smooth communication between parents, children, and educators.

• Clinic Duties 

  • Along with the school nurse, care for sick and injured children; call parents when necessary; administer medications; maintain the record of medications; report accidents to the Business Office; maintain student health information including a list of the children with medical problems and/or allergies; distributes this list to the teachers and PE department; keep clinic stocked with supplies and re-stock as needed.

• Scheduling and Program Coordination:

  • Help schedule and coordinate staff for Lower School, ensuring adequate coverage and appropriate student-teacher ratios.

  • Arrange substitutes when needed.

  • Review and approve time cards for Substitute Teachers and Teacher Assistants.

  • Assist with the planning and organization of special events, field trips, and activities for the children.

  • Help with the preparation and ordering of materials for both programs.

• Data Management and Reporting:

  • Maintain accurate and up-to-date databases for students, including registration and health forms, emergency contact information, and other necessary documents.

  • Assist with reporting requirements, including enrollment statistics and program evaluations.

  • Track and record attendance for Lower School.

  • Maintain billing reports for expenses.

• Miscellaneous Duties

  • Report problems on the online Maintenance Request system; create and maintain a list of substitute teachers; collect various forms and money throughout the year for t-shirts, school pictures, vision screening, after-school activities, etc; laminate and copy when requested, maintain records and usage report of the copier and call for service when needed; create and maintain a clean, attractive, orderly, safe, and efficient reception area

• Other Duties as Assigned:

  • Assist with other tasks as needed, supporting the overall success and smooth operation of the K-3 grades.

  • Provide backup support for other administrative staff in their absence.

Education:  Any combination of training and/or experience that demonstrates the ability to perform the duties as described, a typical qualifying background would include work experience in an office environment involving public contact; experience working at a school is desirable.  Bachelor's Degree strongly desired.

Additional Skills/Abilities:  

• Experience in an administrative or office support role, preferably in a preschool, childcare, or educational setting.

• Strong organizational skills and attention to detail.

• Excellent communication skills, both verbal and written.

• Ability to multitask and prioritize tasks in a fast-paced environment.

• Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint) and other office management software.

• Ability to maintain confidentiality and handle sensitive information.

• Friendly, approachable, and able to establish positive relationships with staff, children, and families.

• Previous experience working with young children is a plus.

• Ability to sit for extended periods of time and use a computer.

• Occasional lifting of up to 25 pounds (e.g., organizing materials, helping with classroom setup).

• Must be able to communicate clearly with children, staff, and parents.

• Monday Through Friday, 7:30AM - 4:00 PM