Part-Time Lower School Administrative Assistant

Position Purpose

The Lower School Administrative Assistant reports to the Head of Lower School and to the Assistant to the Head of Lower School. He/she supports general administrative tasks including community and front office support; student services and daily operations; administrative, communications and data management; and events, scheduling, and budget support. This individual is responsive to concerns and needs as they arise, presenting a professional and gracious demeanor that reinforces the culture of Germantown Academy as a welcoming and friendly school. We are seeking qualified, experienced candidates for the position of Administrative Assistant, beginning as soon as possible. This is a 10-month part-time (30 hours/week), benefited position (7:45-2:15PM daily) which offers a highly competitive salary.

Key Responsibilities

• Community & Front Office Support
  • Be welcoming, kind, and helpful to the community
  • Respond to parent communications, concerns, and requests as needed
• Student Services & Daily Operations
  • Clock in and out students and manage dismissal plans
  • Contact parents, as needed, to confirm attendance and dismissal plans
  • Coordinate with after school programs (SPARK/ASAPs) and music lessons to confirm students’ dismissal plans and create daily after school program attendance lists
  • Manage and maintain student files; fulfill transcript requests
  • Coordinate student emergency lunches as needed
• Administrative, Communications & Data Management
  • Support the Head and Assistant Division Head’s calendars as needed
  • Support divisional tasks, memos, and communications as needed by the office team
  • Proofread administrative communications, newsletters, and presentations as needed
  • Prepare and process emails and multiple bulk mailings
  • Liaise with the Technology Department as needed to support online and data management systems
  • Input and update student record information in collaboration with the school database manager
  • Create, update, and manage online calendars and systems, communicating updates to departments across campus
  • Liaise with the Office of Communications to update and manage online platforms
• Events, Scheduling & Budget Support
  • Coordinate field trips: work with teachers on dates, transportation, payment, and chaperone selection
  • Prepare and manage sign-up systems for meetings, field trips, conferences, and other events
  • Aid faculty, staff, and administration with event planning and logistics
  • Order catering; set up and break down faculty events/meetings
  • Manage office and faculty room ordering and refreshments
  • Manage and distribute mailroom deliveries
  • Reserve facilities for meetings and special events using the online scheduling system as needed

Qualifications

• Education & Experience
  • Undergraduate college degree
  • Experience working as an office or administrative assistant, preferably in a school setting
• Professional Presence & Family Engagement
  • Demonstrates a warm, patient, and welcoming presence for students, families, faculty, and visitors
  • Maintains a client-centered, service-oriented approach when working with Lower School families and community members
  • Models professionalism, kindness, and approachability in a highly visible, front-facing role within the division
  • Demonstrates high level of confidentiality around all school-related matters
• Operations & Organizational Skills
  • Hightly organized and detail-oriented, with the ability to manage multiple priorities that support the daily rhythm of a Lower School
  • Demonstrates a high level of accuracy and follow-through when completing tasks related to attendance, dismissal, student records, and divisional communications
  • Able to anticipate needs, manage interruptions, and adapt priorities in a fast-paced, student-centered environment
  • Maintains confidentiality and discretion when handling sensitive student, family, and personnel information
• Technology & Student Information Systems
  • Strong facility with technology, including accurate database entry and maintenance of student information systems
  • Proficient with Microsoft Word, Excel, PowerPoint, and Outlook
  • Proficient with Google Workspace applications (Docs, Sheets, Slides, Calendar)
  • Comfortable learning and using school-based platforms, scheduling systems, online calendars, and communication tools
• Communication, Collaboration & Division Support
  • Excellent written and oral communication skills, with the ability to draft, proofread, and distribute clear and professional divisional communications
  • Effectively supports the Head of Lower School, Assistant Division Head, faculty, and office team with calendars, correspondence, and logistics
  • Able to take direction and feedback from divisional leadership and respond with flexibility and professionalism
  • Works collaboratively as part of a Lower School office and broader campus team