Long-Term Leave Administrative Assistant

Charles Wright Academy (CWA) is a co-educational, non-religious, independent school located in University Place, WA. Our 107-acre campus includes athletic fields and over 60 acres of Pacific Northwest forests, serving as an extension of our academic environment. Grounded in academic excellence and experiential learning, CWA connects classroom knowledge with real-world exploration. As the only fully co-educational, independent, non-religious school in the South Sound for preschool through grade 12, we provide a challenging and nurturing college-preparatory environment with robust programming to prepare students for success in college and beyond.

About the role

This is a long-term leave replacement position for the 2026-2027 academic year. The Middle School Administrative Assistant supports families, faculty, students, and staff with daily and long-term administrative tasks. The role requires occasional travel and the ability to drive for community events, professional development, and chaperoning student activities.

Responsibilities

• Front Desk & Visitor Management
  • Provide high-quality customer service to students, parents, visitors, and faculty as the primary liaison between families and the school.
  • Exercise sound judgment and discretion with sensitive and confidential information encountered at the front desk.
  • Greet visitors, verify identities, and ensure proper sign-in to control building access.
  • Execute security protocols in response to safety or security concerns.
  • Answer, screen, and direct phone calls efficiently.
  • Receive and route incoming mail for timely distribution.
  • Manage the lost and found.
• Attendance & Student Records
  • Complete daily attendance updates, ensuring accuracy as students enter and leave the building.
  • Maintain and process academic student records, handling requests promptly and confidentially.
• Health & Safety
  • Administer basic first aid and dispense approved medications, maintaining accurate medical records.
  • Supervise sick or injured students, collaborating with the school nurse and notifying families as needed.
  • Develop and maintain compliant filing systems for medications and student health records.
  • Prepare and supply first aid kits, medications, and emergency forms for off-campus events and field trips.
• Events & Field Trips
  • Schedule and coordinate events and meetings, working with facilities and other departments for smooth logistics.
  • Set up for events (e.g., MS Coffee, Open House, Curriculum Night) and order catering as needed.
  • Monitor field trip documents, ensuring all required forms are completed and signed by parents.
• Operations & Budget
  • Manage purchasing (supplies, textbooks, licenses, testing, field trips) and credit card reconciliation for the division.
  • Monitor departmental budgets.
  • Maintain organization and upkeep of supply rooms and storage closets.
  • Ensure office equipment is operational.
  • Develop and maintain a system for managing substitute teachers.
• Other duties as assigned by the Head of School.

Qualifications

• High school diploma required; Bachelor’s degree preferred.
• 3-5 years of experience in a similar administrative role.
• Proficiency in Mac and Google Suite (spreadsheets, calendars, email).
• Excellent organizational, multitasking, and time-management skills.
• Strong verbal and written communication skills.
• Ability to model and implement the school’s Mission Statement, Values, Portrait of a Tarrier, and DEIB Inclusion Statement.
• Creative analytical and problem-solving skills.

Skills

• Ability to work cooperatively and collaboratively with colleagues and administration.
• Strong self-management skills.
• Ability to prioritize tasks effectively in a high-traffic environment.

Physical Requirements

• Ability to sit and stand for extended periods.
• Ability to move easily around an office and extensive campus.
• Ability to communicate sensitively and accurately with students, teachers, and families.
• Ability to consistently lift up to 25 lbs.

Pay

This position has an hourly range of $24.00 to $28.00, depending on qualifications and experience.

Benefits

• Insurance: Medical, Vision, Dental; Basic Life, Accidental Death & Dismemberment, and Long-Term Disability (subject to plan and candidate eligibility).
• Retirement Plan: Employer and employee-contributed 403(b) plan.
• Paid Leave:
  • 96 hours of paid sick/wellness leave per year.
  • 13 days of vacation per year.
  • 15 paid holidays per year.
• Other Benefits:
  • Employee Assistance Program (EAP).
  • Tuition assistance for advanced degrees.
  • Professional development opportunities.
  • 50% child tuition remission for eligible students enrolled at CWA.
  • 50% discount on Extended Day childcare services and Summer Camp programming for eligible enrolled students.

Mission Statement

To inspire active, joyful learning while nurturing and challenging our students to develop the character, creativity, and skills to successfully navigate the future with confidence.

Inclusion Statement

Charles Wright Academy best exemplifies its mission and values when everyone knows they belong in our school community. We embrace an intentional culture that champions everyone’s full participation as their authentic selves. This includes supporting each community member’s understanding of their own identities and acceptance of the identities of others. By doing so, we empower everyone at Charles Wright to connect, learn, grow, and achieve. The inclusive culture we strive for requires institutional and individual commitments, including aligning policies, curriculum, and decision-making with this goal, and engaging in candid, courageous conversations as a shared responsibility.