Administrative Assistant to MS & US /Registrar Full Time

The Administrative Assistant to Middle & Upper School plays an important role in supporting the daily operations of the Middle and Upper School divisions by providing administrative, operational, and registrar-related support to faculty, students, and families. Serving as a central point of communication for the division, this position helps ensure an organized, responsive, and student-centered environment that supports both academic and community life.

This role supports divisional communications, student attendance and records management, rotating academic schedules, event coordination, and daily operational logistics. The Administrative Assistant works closely with the Director of Middle & Upper School, faculty, students, and families to support the smooth functioning of the division while maintaining a high level of professionalism, discretion, technical proficiency, and customer service.

Core Responsibilities

Administrative & Operational Support

• Serve as the front-line contact for the Middle & Upper School office, welcoming and assisting students, families, faculty, and visitors with professionalism and warmth.
• Manage divisional phone calls, emails, and day-to-day communications, ensuring timely and accurate responses.
• Manage the Director’s calendar, appointments, meeting coordination, and internal deadlines.
• Support faculty and staff with administrative needs including scheduling, document preparation, copying, supply management, and event logistics.
• Maintain divisional attendance records and communicate absences, tardies, and student dismissals to appropriate personnel and families.
• Organize substitute teacher coverage and internal class coverage as needed; maintain substitute tracking records.
• Coordinate facilities and maintenance requests for divisional needs and events.
• Track and order office and classroom supplies and support purchasing and vendor coordination processes.
• Assist with student transportation coordination, field trip logistics, and permission form collection as needed.

Registrar & Student Records 

• Maintain and update student academic and demographic records with accuracy and confidentiality.
• Support the creation, maintenance, and daily management of Middle & Upper School student schedules, including course changes, roster updates, advisory assignments, and rotating schedule logistics.
• Maintain and communicate rotating daily schedules, special schedules, testing schedules, assemblies, and calendar adjustments to students, families, and faculty.
• Assist faculty and students with schedule-related questions and troubleshoot scheduling conflicts or system issues as needed.
• Assist with report card preparation, distribution, and grade reporting processes.
• Coordinate student enrollment transitions and records requests in partnership with the Admissions Office.
• Ensure compliance with student record retention and confidentiality standards.
• Support standardized testing coordination, including logistics, communication, room assignments, and material preparation.

School Calendar & Communications

• Maintain and update the divisional calendar and contribute key dates and events to the school-wide calendar.
• Draft, format, and distribute divisional communications to students, families, and faculty.
• Support communication efforts related to student activities, academic updates, testing schedules, and divisional events.
• Collaborate with internal departments to ensure accurate and timely messaging.

Community Engagement & Student Support

• Build positive and professional relationships with students and families while fostering a welcoming and inclusive divisional environment.
• Support student accountability processes by assisting with student sign-in/sign-out, early dismissals, and coordination of student movement throughout the day.
• Provide supervision support for students as needed during the school day or school events.
• Assist with assemblies, parent events, student activities, ceremonies, and other divisional programming.

Other Duties

• Maintain confidentiality and exercise sound judgment in handling sensitive student, family, and employee information.
• Participate in professional development and school training opportunities as appropriate.
• Perform other duties as assigned by the Director of Middle & Upper School or Head of School.

Qualifications & Skills

• Associate’s or Bachelor’s degree preferred; relevant administrative experience may substitute for degree.
• Minimum of 2 years of administrative experience, preferably in an educational setting.
• Experience supporting adolescent students and families preferred.
• Advanced technology proficiency with the ability to quickly learn and effectively utilize student information systems, scheduling platforms, Google Workspace, spreadsheets, and database systems.
• Demonstrated ability to manage detailed scheduling systems and complex logistical coordination with a high degree of accuracy.
• Strong analytical, organizational, and problem-solving skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to communicate effectively and professionally with students, families, and colleagues.
• Ability to adapt quickly in a fast-paced school environment with frequent schedule adjustments and competing priorities.
• Demonstrated ability to maintain confidentiality and exercise sound judgment in sensitive situations.
• Commitment to supporting an inclusive and diverse school community.