Middle School Administrative Assistant Position Description 7/20/15 Employment category: Full/part time: Work year: FLSA status: Supervisor: Operational Staff Full time 11 month Non-exempt Middle School Principal Summary: Provides wide range of administrative support to Middle School Principal, enabling him/her to be as productive and effective as possible with respect to all professional responsibilities. Also serves as a first point of contact for students, parents and other visitors to South Hall, ensuring each is welcomed and assisted competently and efficiently. Principal responsibilities: General Create a highly positive, welcoming, professional first impression for each caller or visitor to the Middle School. Direct callers and visitors to the appropriate person efficiently. Ensure continuous office and phone coverage for visitors and callers during regular office hours. Provide support to the Assistant Principals as requested. Principal support Maintain Middle School Principal’s calendar. Handle all Middle School correspondence. Provide word processing support as requested. Maintains Middle School student files. Prepare and coordinate back-to-school information, and mail to families in August. Sign in all tardy students each school day, and sign out all early dismissals. Sign in all tardy students each school day, and sign out all early dismissals. Maintain Middle School office files, and Principal’s files as requested. Keep student files for dress code violations, early dismissal notes, sign out sheets and notified absence forms. Keep accurate records of all student disciplinary infractions and proceedings. Coordinate field trip and off-campus student travel approval process, including ensuring all permission slips and other paperwork are in hand prior to trips, and maintain field trip files. Prepare and send all Middle School mailings, including flyers and memos for parents or faculty for special events and activities. Post mid-trimester progress reports and print corresponding awards/letters. Work with faculty to prepare, enter and distribute report cards and related reporting each trimester. Coordinate end-of-year academic awards. Manage all files in accordance with school’s document retention and destruction policy. Middle School teacher services Prepare teacher packets for the start of the school year, including teacher schedules, rosters, lists, pertinent forms and information. Pick up and distribute Middle School mail and classroom supplies at least once daily. Maintain Middle School faculty mailboxes in faculty room Maintain and restock faculty room supplies on a proactive basis: paper, forms, etc. Coordinate prompt maintenance and repair services for the South Hall copier(s) and South Hall office machinery as needed to ensure continuous availability and functionality. Provide substitute teachers with rosters and teaching schedules. Middle School parent services Coordinate parent conferences. Prepare sheets for parent sign ups. Maintain appointment schedules and handle conflict times. Supply teachers with appointments sheets. Plan for parent refreshments, post teacher rooms assignment locations. Be available during conferences. Coordinate all parent-teacher meetings. Coordinate annual Middle School back-to-school night. Middle School student services Manage student locker assignments and keep appropriate records. Work with facilities services as needed to keep all lockers in good repair and functioning. Plan ahead for additional lockers as may be needed for increasing student enrollment. Miscellaneous Maintain Middle School informational bulletin boards. Ensure all Middle School events and meetings are properly posted well in advance on the various school calendar systems. Coordinate refreshments, arrange set-ups, prepare hand-outs, and assist generally at Principal coffees, Middle School faculty meetings, and selected other Middle School events. Provide various reports available in the database. This includes class lists, rosters, locker lists, mentor lists, class schedules, lunch table lists, etc. Provide general coordination for annual Middle School experiential education trips/activities. Other tasks as assigned by the Middle School Principal Qualifications High school diploma required with a Bachelor’s degree preferred. Ability to lift and move boxes of files, office supplies, etc. up to 25 lbs. as needed. Experience in school settings a plus. Key Skills Common to all positions Interpersonal/collaboration skills Communication skills Time management skills Problem solving skills Quality of work skills Information technology skills