Job Summary

The administrative assistant/ registrar provides consistent, confidential, and professional administrative support for the administration, faculty, and staff to maintain the well-being of the school and the broader community. The administrative assistant/registrar plays an integral role in the day-to-day goings on of both the faculty and the student body. The person in this role establishes the welcoming environment that is a key part of our school culture.

The Administrative Assistant/ Registrar is a full-time 12-month position. An ideal candidate for this job cares deeply about working with people, especially children aged 3-14, and demonstrates a strong passion for organization, planning, and helping others. This job requires a positive outlook, a can-do attitude, patience, empathy, flexibility, initiative, and a commitment to teamwork.

Essential Duties and Responsibilities

• Welcome all visitors and students upon arrival at the school, offering assistance or directing them as necessary 
• Manage building entry including maintaining appropriate visitor logs.
• Assist with the creation of student and faculty schedules, including data entry and building reports.
• Manage and record daily student attendance including tracking late arrivals and early dismissals.
• Produce reports and parent communications regarding student attendance.
• Maintain substitute teacher folders and emergency response folders.
• Maintain class lists and reports related to class information.
• Produce and forward student academic reports and transcripts as requested.
• Prepare honor roll and other achievement lists as requested.
• Handle general office duties including answering phones, greeting visitors, and sorting and handling mail.
• Collaborate with the Business Office to assist with financial record-keeping tasks.
• Monitor the purchasing, organization, and maintenance of office and workroom supplies, ensuring the workroom remains tidy and supplies are securely stored to prevent waste
• Provide administrative support for the leadership team.
• Prepare and distribute schoolwide mailings like standardized test scores and teacher welcome letters.
• Assist with setup and take down for faculty events.
• Attend required in-service days, meetings, seminars, training sessions, and school events.
• Perform other related duties and tasks as assigned.

Other Duties

The Administrative Assistant/ Registrar is an essential member of our front office team and helps manage the daily operations related to attendance, building entry, communication, and emergency preparedness.

Additionally, the Administrative Assistant/ Registrar serves as a member of the Onsite Emergency Management Team (OSET).

Support the school nurse with medicine/form collection or other medical triage and documentation as needed.

Qualification Requirements

• High School diploma required, Associate or Bachelor’s degree preferred
• 3-5 years of experience in database management in an educational setting
• Independent school experience preferred
• Strong interpersonal skills and a professional presence when assisting students, parents, and visitors.  
• Ability to handle sensitive student and staff information with discretion and strict confidentiality.
• Experience working with and being part of a team
• Proficiency in Google Workspace for Education and other technology tools with a willingness to learn as needed.
• Exceptional verbal and written communication skills
• Ability to manage multiple tasks, schedules, and priorities in a busy school environment
• Excellent time management skills with attention to detail and goal-oriented
• Solid organizational and problem-solving skills
• Ability to work independently
• Highly resourceful and motivated – a “self-starter” with positive energy and a sense of humor
• Exemplary work ethic

About The Woods Academy

Connections working at The Woods Academy