Upper School Administrative Assistant / Registrar

Position Summary

The Upper School Assistant is integral to the daily operations of the division while directly supporting the Upper School Division Head and Dean of Students. Engagement with faculty, students and parents is a primary aspect of this position. Being personable and professional while working in a fast-paced, highly visible environment are key in this role. Also, the Upper School Assistant must work closely with all school departments and its constituencies for the coordination of events. 

Essential Duties and Responsibilities 

Upper School Registrar

• Prepares transcripts for current students and alumni.

• Accesses and files archived information and artifacts.

• Prepares and coordinates transcript certification documentation for foreign students, interfacing with Consulates and Government agencies. 

• Certifies census and student enrollment for the student’s hometown and the State of Massachusetts.

• Maintains accurate attendance records and communicates with stakeholders. 

Parent Liaison 

• Establishes and fosters ongoing relationships with families. Acts as liaison between families and school. 

Events Coordinator

• Coordinates and assists in the planning and execution of all Upper School events such as division meetings, parent conferences, parent evenings, end-of-the-year grade celebrations, and commencement.       

Scheduler

• Prepares, maintains, and updates schedules for students and teachers.

• Creates bi-weekly lunch seating and communicates with food services about events and schedule changes. 

Overseer of Grades/Comments/Reports

• Proofreads and reviews grades and comments.  

• Prepares honor rolls. Determines class rank.

Office Manager

• Manages all communication. 

• Maintains office devices and copying machines. 

• Orders supplies.

• Maintains and archives student files.

• Oversees the day-to-day operations of the Upper School office.

Schedule

• August 15, 2024 to June 16, 2025.

• Monday to Friday 7:30 am - 3:30 pm.

Minimum Qualifications

• Associate Degree or business certification.

• 3-5 years experience in administrative support.

• Knowledge of Blackbaud, Google Suite, Zoom, Mac Systems.

• Successful criminal background check.

Preferred Qualifications

• Experience in an educational setting.

Physical Demands and Work Environment

The physical demands described here are representative of those that are essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. The requirements for performing the duties of this position are as follows: 

• Frequently required to walk, stand, sit, talk, and hear. 

• Regularly required to bend, stoop, crouch and/or kneel.

• Occasionally required to lift and/or move objects weighing up to 25 pounds.

• Majority of work is performed in a school/classroom environment, and the noise level in the environment is usually moderate.