Part-Time Lower School Administrative Assistant

Germantown Academy We inspire students to be: Independent in Thought Confident in Expression Compassionate in Spirit Collaborative in Action Honorable in DeedPosition Title: Part-Time Lower School Administrative AssistantGermantown Academy is an independent coeducational college preparatory day school located on a beautiful 126-acre campus in the Fort Washington suburbs near Philadelphia Pennsylvania. The school serves more than 1200 students in grades PK-12. Founded in 1759 GA is Americas oldest non-sectarian day school with rich traditions and a strong commitment to ongoing innovation of curricular and pedagogical Academy is committed to the work of equity and inclusion and believes that equal opportunity in all aspects of employment supports the mission of the school and the successful attainment of our strategic objectives. Candidates must exhibit an appreciation of a sensitivity to and a respect for a diverse academic environment inclusive of students faculty and staff of varying socioeconomic cultural ideological and ethnic backgrounds. Position Purpose: The Lower School Administrative Assistant reports to the Head of Lower School and to the Assistant to the Head of Lower School. He/she supports general administrative tasks including community and front office support; student services and daily operations; administrative communications and data management; and events scheduling and budget support. This individual is responsive to concerns and needs as they arise presenting a professional and gracious demeanor that reinforces the culture of Germantown Academy as a welcoming and friendly school. We are seeking qualified experienced candidates for the position of Administrative Assistant beginning as soon as possible. This is a 10-month part-time (30 hours/week) benefited position (7:45-2:15PM daily) which offers a highly competitive Responsibilities: 1. Community & Front Office SupportBe welcoming kind and helpful to the communityRespond to parent communications concerns and requests as needed2. Student Services & Daily OperationsCoordinate daily attendance and dismissal plansContact parents as needed to confirm attendance and dismissal plansCoordinate with after school programs (SPARK/ASAPs) and music lessons to confirm students dismissal plans and create daily after school program attendance listsManage and maintain student files; fulfill transcript requestsCoordinate student emergency lunches as needed3. Administrative Communications & Data ManagementSupport the Head and Assistant Division Heads calendars as neededSupport divisional tasks memos and communications as needed by the office teamProofread administrative communications newsletters and presentations as neededPrepare and process emails and multiple bulk mailingsLiaise with the Technology Department as needed to support online and data management systemsInput and update student record information in collaboration with the school database managerCreate update and manage online calendars and systems communicating updates to departments across campusLiaise with the Office of Communications to update and manage online platforms4. Events Scheduling & Budget SupportCoordinate field trips: work with teachers on dates transportation payment and chaperone selectionPrepare and manage sign-up systems for meetings field trips conferences and other eventsAssist faculty staff and administration with event planning and logisticsOrder catering; set up and break down faculty events/meetingsManage office and faculty room ordering and refreshmentsManage and distribute mailroom facilities for meetings and special events using the online scheduling system as neededQualifications:Education & ExperienceUndergraduate college degreeExperience working as an office or administrative assistant preferably in a school setting Professional Presence & Family EngagementDemonstrates a warm patient and welcoming presence for students families faculty and visitorsMaintains a client-centered service-oriented approach when working with Lower School families and community membersModels professionalism kindness and approachability in a highly visible front-facing role within the divisionDemonstrates high level of confidentiality around all school-related mattersOperations & Organizational SkillsHighly organized and detail-oriented with the ability to manage multiple priorities that support the daily rhythm of a Lower SchoolDemonstrates a high level of accuracy and follow-through when completing tasks related to attendance dismissal student records and divisional communicationsAble to anticipate needs manage interruptions and adapt priorities in a fast-paced student-centered environmentMaintains confidentiality and discretion when handling sensitive student family and personnel informationTechnology & Student Information SystemsStrong facility with technology including accurate database entry and maintenance of student information systemsProficient with Microsoft Word Excel PowerPoint and OutlookProficient with Google Workspace applications (Docs Sheets Slides Calendar)Comfortable learning and using school-based platforms scheduling systems online calendars and communication toolsCommunication Collaboration & Division SupportExcellent written and oral communication skills with the ability to draft proofread and distribute clear and professional divisional communicationsEffectively supports the Head of Lower School Assistant Division Head faculty and office team with calendars correspondence and logisticsAble to take direction and feedback from divisional leadership and respond with flexibility and professionalismWorks collaboratively as part of a Lower School office and broader campus team

Required Experience:

Junior IC