Middle School Administrative Assistant

Seeking: Middle School Administrative Assistant

JOB DESCRIPTION

Gerstell Academy is now accepting applications for the position of Middle School Administrative Assistant. Gerstell Academy is a private, co-educational, non-sectarian, leadership and college preparatory school built upon our Mission, Motto, Leadership Principles and Attributes.

The Administrative Assistant reports directly to the Head of the Middle School. This position requires a person with excellent communication skills, a positive attitude, a high level of discretion, and a warm, professional demeanor. It is essential that the Administrative Assistant establishes and maintains an ongoing interactive relationship with the President of the School, the Department and Division Heads, parents, students, faculty, and all staff. It is imperative that a person in this position embrace the Mission of the school, the Gerstell Academy Middle School Book of Knowledge (BOK), and the school’s Values System and Leadership Model.

ESSENTIAL JOB FUNCTIONS

Maintain a high level of verbal and electronic communication with faculty, staff, parents, and students.
Demonstrate timeliness by arriving at contracted time and departing at the close of business. Consistent attendance and presence required.
Proficiency in Microsoft Office and Education Edge including Microsoft Word, Excel, PowerPoint, and Publisher. In addition, proficiency in Adobe InDesign would be beneficial.
Display a proactive approach to all duties required to maintain the efficiency and appearance of the Middle School office.
Complete all administrative tasks required by the Head of Middle School.
Inform the Head of the School of any positive or negative trends that may be evident throughout the year pertaining to faculty, staff, students, and parents while maintaining confidentiality.
Establish and maintain the Middle School yearly calendar, monthly parent calendar, interoffice working calendar, Head of School and Assistant Head of School calendars, room reservation calendar, and individual calendar throughout the year.
Maintain and update daily attendance records on Education Edge and electronically communicate to faculty: absences, amendments to absences, updates to bus transportation and sporting events, and early dismissals throughout each day.
Anticipate needs for substitute teachers and schedule coverage based on advance absence requests. Coordinate last-minute substitute needs based on callouts for emergencies and illnesses.
Maintain and secure all student records in accordance with Maryland law.
Annually, or as requested, update the Middle School Book of Knowledge (BOK).
Maintain and update the Middle School portion of the website. Work with the Head of the School to develop its content on a regular basis.
Order office supplies as needed for the Middle School office, faculty, administration, and events.
Complete and maintain records of all forms required by the business office on all purchases, field trips, and fundraisers.
Collect, count, record, and route monies collected on behalf of the Middle School to the business office. This included fundraisers, field trip reimbursements, and club sales. Maintain records of payments.
Prepare, communicate, and execute all administrative tasks relating to the processing of interims and report cards on Education Edge, Microsoft Office, and Excel as assigned by the Head of Middle School. This task also includes creating all honor certificates to be distributed at the President’s Honors Lunch.
Assist faculty, whenever needed, with the development of flyers, permission slips, calendar requirements, questions, protocol, policy, email communication, etc.
Work closely with the other Administrative Assistants across the school to better communication and processes.
Assist with producing documentation and serving in events coordinator role as it relates to school events including but not limited to: Back to School Night, Veterans Day, Founder’s Leadership Challenge Assembly and Luncheon, the All-School Holiday Party, various Parent Forums, the Fifth Grade Manners Luncheon, Oaks & Seedlings events, Middle School Awards Assembly, and Eighth Grade Graduation.
Order and manage awards given at various events throughout the year, including 8^th Grade Graduation and Middle School Awards Ceremony.
Create various programs, from information provided by the faculty or Head of Middle School, for events held throughout the year including but not limited to: Theatre Arts Programs, Spelling Bee, Middle School Awards Assembly, and Eighth Grade Graduation.
Inventory, order, and coordinate all materials required to administer the annual Middle School Standardized Testing.
Maintain and update all Blackbaud student and parent data relating to Middle School.
Maintain and replace SAP (recess) equipment used by Middle School students.
Manage the student book ordering process and purchases.
Create, maintain, and amend, various forms, policies, procedures, working binders, and administrative tasks as needed by Head of Middle School.
Complete any additional duties as assigned by the Head of Middle School.

Interested and qualified candidates should send a cover letter and resume to Alison Davis at adavis@gerstell.org .

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