Middle School Administrative Assistant

Job Title: Middle School (Grades 5-8) Administrative Assistant

Reports to: Middle School Division Director

Role Duration: Faculty 11 months full time beginning June 2026

Position Summary

The Middle School Administrative Assistant serves as the welcoming face of the division fostering a warm inclusive and organized environment for students families and staff. This role provides essential administrative support managing attendance records coordinating communication scheduling meetings and assisting with event planning. The assistant greets students and visitors facilitates communication between families and school staff and supports faculty with clerical tasks. Maintaining an efficient office environment managing supplies and ensuring compliance with school policies are key responsibilities. Strong organizational and communication skills are essential. Candidates should be collaborative professional and student-focused with prior experience in an educational setting.

Building Presence

• Serve as the welcoming face of the building fostering a warm organized and inclusive environment for students families and staff.

Administrative Support

• Provide clerical assistance to faculty and staff.

• Manage phone calls emails and correspondence efficiently.

• Schedule and coordinate meetings events and appointments.

• Document collect and communicate attendance data including late arrivals early dismissals and absences.

• Contact families of absent students by 10:30 a.m. and email a daily attendance summary to faculty.

• Update and share attendance information with the 5/6 Dean 7/8 Dean and Division Director.

• Facilitate communication between Smith Street Reception the Health Center and Middle School students.

• Ensure school forms are completed by checking and following up with families at the start of the year and before field trips.

Student & Parent Interaction

• Greet students parents and visitors warmly and professionally.

• Communicate important information to parents and guardians as needed.

Office Management

• Maintain an organized and efficient office environment.

• Manage office supplies and inventory placing orders as necessary.

• Ensure compliance with school policies and procedures.

Event and Field Trip Coordination

• Assist in planning and organizing school events activities and Middle School field trips.

• Prepare materials and coordinate logistics for meetings events and Middle School field trips.

Record Keeping & Data Management

• Maintain accurate student attendance records on the Learning Commons platform.

• Assist in preparing reports and documentation for administrative use.

• Review Grading Reports to ensure accuracy before releases.

Faculty Support

• Assist teachers with administrative tasks and classroom preparation.

• Help manage the Middle School Learning Commons.

• Create and manage faculty duty allocations.

Communication & Coordination

• Serve as a liaison between administration faculty students and parents.

Professional Development

• Participate in training and stay current on best practices in educational administration.

Qualifications

• High school diploma or equivalent; associates or bachelors degree preferred.

• Prior experience in an administrative role preferably in an educational setting.

• Proficiency in Microsoft Office Suite Google Workspace products and Blackbauds Learning Commons.

• Strong organizational multitasking and communication skills.

• Ability to maintain confidentiality and handle sensitive information.

Personal Attributes

• Friendly approachable and professional demeanor.

• Strong commitment to fostering a positive school culture.

• Collaborative and team-oriented mindset.

Work Environment

• Fast-paced dynamic school setting focused on student growth and achievement.

Interested candidates are required to submit an official application through Ashley Halls website at to be considered for the position.

As part of the online application candidates will be required to upload a cover letter resume and list of references to be considered for the position.

Questions regarding the position can be directed to:
Lynsey Barrows Director of Human Resources
Email:

Since its founding in 1909 Ashley Hall has empowered young women to think critically act ethically and embrace their world with confidence. The School serves girls kindergarten through grade 12 (and is co-ed in its Early School ages 2 to 5 years). Ashley Hall provides a dynamic education grounded in a Reggio approach in its early School an International Baccalaureate Primary Years Programme in its Lower School with a strategic plan towards an international Baccalaureate Middle Years Programme in its Middle School.

Ashley Hall is an Equal Opportunity Employer and does not discriminate on the basis of race color religion sex pregnancy gender identity sexual orientation national origin age disability or genetic information.

Required Experience:

Junior IC