Middle School Registrar and Administrative Assistant

The Middle School Registrar and Administrative Assistant manages student academic records, schedules, attendance, and course data, and provides comprehensive administrative support for the Middle School office. This position also serves as the receptionist, greeting families, students, faculty, and visitors, as they enter the Middle School office. This role also directly supports the Assistant Director of the Middle School in projects related to student life, discipline, faculty onboarding, and other duties as assigned.

General Administrative Duties

• Serve as a welcoming front desk presence, greeting visitors, parents, and students, answering phones, and providing information or direction promptly as needed.
• Update and maintain emergency binders with hard copies of class rosters, teacher schedules, and emergency protocols.
• Maintain and update faculty and student life bulletin boards.
• Coordinate with the Facilities department regarding signage, keys, and set-up for events.
• Assist in organizing and storing office and faculty supplies, and ensuring the Middle School office common areas are neat and stocked, including the refrigerator.
• Make copies and color copies as requested by faculty, submit service requests for office copy machines, and provide initial support for copier troubleshooting.
• Proofread the community ZipNotes email newsletter every week and make corrections as needed.
• Use ZipNotes and other emails and calendar information to create and distribute the weekly Student Announcements email newsletter.
• Other administrative duties as assigned.

Registrar Duties

• Manage and maintain accurate student records, including attendance reports, grades, transcripts, class schedules, and locker assignments.
• Generate timely and accurate grade reports (Quarter, Semester, Trimester), transcripts on request, and distribute family report card notices through MailChimp.
• Organize and execute assignments related to teacher and student scheduling data with the Technology team and the Middle School Director. 
• Distribute Advocacy lists and schedules to Middle School families in August in collaboration with the Communications and Technology departments.
• Coordinate scheduling logistics in the Fall and Spring semesters for parent-teacher and student-led conferences using scheduling software in Veracross.
• Coordinate locker assignments with Team Leads and update locker records accordingly. Work with the Assistant to the Director over the summer to reset locker combinations each year.
• Generate and distribute Parent/Student schedules for Back to School Night. Attend the event and support Middle School leadership with class rotations and assist parents throughout the evening.
• Collaborate with the Facilities department and outside program directors to assign summer classrooms.
• Other duties as assigned.

Administrative Support to the Assistant Director of the Middle School

• Keep student discipline files up to date and prepare new files as needed.
• Provide support in the preparation of the Middle School Faculty Book during the summer before the beginning of the academic year.
• Support the maintenance and distribution of documents, including Club Lists, Supervision Duties, and internal scheduling.
• Manage the Assistant Director’s calendar and coordinate relevant meetings as needed.
• Coordinate and submit all food service orders for faculty meetings, conferences, student-led events, Promotion, and special catering needs. Manage all food service-related communications, such as emailing when students will be absent for lunch, field trips, retreats, etc.
• Handle promotion planning and logistics, including ordering programs, certificates, and covers, and coordinating and collaborating with the Technology Department in the selection of external video/audio services and other event details.
• Other administrative duties as assigned.

Skills and Requirements

• Bachelor’s Degree required.
• A minimum of 3 years of administrative experience, preferably in a school or educational setting.
• Attention to detail, accuracy, and follow-through.
• Excellent organizational, interpersonal, and communication skills.
• Ability to multitask, prioritize, and quickly adapt to a changing environment.
• Strong emotional intelligence, confidentiality, and professional discretion when handling sensitive information.
• Experience with Google Workspace, Microsoft Office Suite, Excel/Google Sheets, MailChimp, Asana (and/or other project management software), Canva, Veracross scheduling software, and database management systems preferred.

To be considered for