Middle School Administrative Assistant

Reports to: Head of Middle SchoolBasic Function: Greet and assist anyone who comes to the Middle School building, answer the main office phone and assist callers, oversee the attendance program and process, schedule and oversee the book pick-up process for Middle School students, and support the Middle School administration and faculty in various projects. Schedule: 10-month position; schedule begins two days prior to book pick-up and ends one week after the last day of classes for Middle School students. Hours are 7:15 a.m. - 3:30 p.m.Essential Functions of PositionGreet all visitors/parents/guests to the Middle School and as the first point of security. Ensure that anyone who comes into the building signs in. Provide all visitors with a name badge.Set the bells for the Middle School each morning.Provide assistance to substitute teachers; set them up with a badge, access to their classrooms, a sign-in sheet, and information on taking attendance.Answer all Middle School phone calls. Handle the majority of incoming calls and transfer calls when applicable.Before each school year begins, work with the Campus Store Manager to schedule book pick-up for all Middle School students. During book pick-up week, direct students and parents to appropriate locations for books, supplies, and lockers. Schedule current Beta Club students to assist during book pick-up days.Oversee MyLion attendance program. Manage the attendance process (including maintaining records; follow up with teachers, students, and parents; compile and publish ineligibility list). Constantly monitor and record attendance information from faculty, tutors, and substitute teachers.Check in students for tardies/late arrivals, and out for early dismissals. Enter this information in the attendance program and keep track of tardies for the deans of students.Provide attendance records for administration as needed.Monitor flow of traffic in the Middle School lobby and office; answer questions and direct visitors/parents/faculty/students to appropriate parties or school locations.Assist the dean of students with student/parent requests for foreseen absences. Compile absence requests in a notebook and enter information in attendance records. Provide students with planned absence forms and follow up to ensure completion and return.Pick up mail on a daily basis from the bookstore and business office and distribute it in appropriate mailboxes.File notes from parents, confidential records, and other information in the Middle School office file system as necessary. Maintain and order supply of absence forms (Admit to Class, Early Dismissal, and Planned Absence forms/pads) from Copy Central, and purchase other general office supplies as needed.Provide clerical support to Middle School administrators, teachers, and other office personnel as needed.Locate students when parents call in for emergency/last-minute appointments.Post copies of special schedules in the office as needed. Enter special schedules in MyLion on the master calendar as needed.Ring bells as needed on days with special schedules.Know how to compile and publish the Middle School Daily Bulletin.Assist with domestic field trip forms. Enter field trip students in MyLion. Send bus manifests as needed.Compose agenda and minutes for team leader meetings. Attend team leader meetings as the scribe, distribute the minutes, and pick up lunches.Know the Emergency Response Plan for the Middle School and be prepared to take daily attendance records to predetermined locations in case of an emergency.Enter School Dude requests as needed.Assume confidentiality with regard to students, parents, and faculty information.Compose and post daily announcements, pictures, students' birthdays, etc. on the Middle School Monitor.Prepare and distribute rosters for Lovett Life Lessons (LLL) and Reading, Art, Religion (RAR) to teachers and post on 6th grade hall during the school year.Set up detention paperwork as needed for administration on Fridays.Position Requirements (knowledge, skills and abilities required to perform satisfactorily in the position):A high school diploma and at least three years of experience providing administrative support to a school or organization.Must have excellent organizational skills.Must have proficient typing skills.Strong attention to detail and follow-through required.Strong knowledge of Microsoft Office including Word and Excel.Ability to multitask/handle multiple projects with deadlines at the same time.Ability to work quickly and accurately. Ability to work calmly and professionally during times of emergency and high stress.Ability to work as a team member and display positive behaviors.Resourcefulness; ability to think ahead.Willingness to do whatever it takes to get the job done.Strongly prefer candidates with experience working at a school.Must possess excellent listening skills.Must be able to provide warm and friendly service to the many people encountered in this role.Physical Demands:NOTE: The Lovett School employment process includes a post-offer drug (hair) test and background check. See the employment application for more information.The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to sit, use hands to finger, and talk or hear. The employee is occasionally required to stand; walk; reach with hands. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.