Catlin Gabel School is seeking a skilled and collaborative Middle School Administrative Coordinator to support the daily operations of our dynamic Middle School. This full-time, 12-month position provides essential administrative support to the Middle School Head, works closely with the School Registrar on student records and scheduling, and serves as a central point of contact for students, families, faculty, and staff.

Positioned at the front desk, this role requires strong technical proficiency, sound judgment, and the ability to handle frequent interruptions with professionalism and care. The ideal candidate will bring a high level of discretion, diplomacy, and a commitment to maintaining confidentiality. In addition to managing daily tasks and communications, the Coordinator partners with the Head and Assistant Head of Middle School to help create a warm, inclusive, and well-organized environment that reflects the school’s mission and values.

Application Requirements:

1. Completed application with a cover letter using the link below

https://secure5.saashr.com/ta/CGSG21.careers?careerssearch

2. Resume 

Salary and Benefits:

• $61,000–$71,000/per year, depends on experience

• Competitive benefits package (learn more: School Benefits).

Key Responsibilities:

Office Operations & Communication

• Manage front desk operations: greet visitors, answer phones, convey messages, and handle inquiries from students, families, and staff.

• Receive and route phone calls, take messages, relay information, and dispatch distribute internal and external mail.

• Comfort sick or injured children and contact parents and/or the campus health coordinator as needed.

• Assist with emergency preparedness and response efforts.

• Complete all required annual trainings, including CPR, first aid, mandatory reporting, and others.

• Maintain the divisional calendar and oversee recurring mailings and communications.

• Coordinate logistics for school events, student activities, parent events, field trips, and meetings (e.g., refreshments, room bookings, supplies).

• Produce and distribute operational communications: Family newsletters, divisional newsletter, weekly calendars, birthday acknowledgments, daily bulletins, schedule/logistical updates, and door codes.

• Work with division leadership and faculty to schedule and support division events.

Administrative & Clerical Support

• Provide comprehensive administrative support: word processing, database management, data entry, and record-keeping in the school information system.

• Manage the administrative and clerical needs for projects such as: student activities and trips, student health records, academic records, parent-teacher conferences, substitute coordination, and social events.

• Assist the Head of Middle School with scheduling appointments, making phone calls, and supporting related administrative tasks.

• Order and maintain supplies for administrative, art, and educational needs.

• Help substitute teachers: track sub days, answer questions, and process payment logs with HR/business office.

Scheduling & Registrar Support

• Collaborate with the School Registrar and Middle School Admin on course registration and scheduling for new and returning students.

• Disseminate course selection and academic information to newly admitted families.

• Assist in creating and maintaining templates for reports and conferences.

• Manage and update student databases, including class lists, daily schedules, and special subject rosters.

• Track and follow up on attendance each period of the day.
  
  

Division Support

• Participate in and support MS events such as August retreats, Community Engagement days, 8th-grade promotion, and experiential education logistics.

• Help organize and coordinate forms for emergency procedures and experiential learning.

• Plan and support activities and materials for new faculty onboarding.

• Occasionally supervise students before or after school or during non-class times.

• Participate in overnight trips/retreats and support event hospitality. 

• Collaborate with Admissions, Enrollment Management, and Advancement departments to distribute information and organize events.

Other Duties

• Supervise students after school or during other non-class times

• Plan and participate in overnight retreats and trips with students at different times during the year

• Participate fully in the life of the school

• Participate in ongoing professional development and training to support Catlin Gabel mission

• Helps plan student activities and organizes events and materials for newly hired Middle School employees

• Complete other work as assigned by the Middle School Head

Qualifications:

• Bachelor’s degree OR equivalent combination of training, education and experience

• At least 4 years of administrative and/or clerical experience required

• Previous experience in an educational and/or school office environment required

Competencies

• Adaptability & Problem-Solving: Ability to adjust to new situations and challenges, analyze problems, and implement effective solutions in dynamic environments.

• Communication & Teamwork: Skilled in conveying information clearly and effectively, fostering collaboration, and working as part of a team to achieve shared goals.

• Organization & Time Management: Strong organizational skills with the ability to prioritize tasks, manage resources, and handle multiple responsibilities efficiently.

• Cultural Awareness & Crisis Management: Demonstrates sensitivity to diverse perspectives and backgrounds, while maintaining composure and effective leadership during emergencies.

• Technology Proficiency & Willingness to Learn: Leverages modern technology to improve operations, while staying open to continuous learning and personal development.

Interpersonal Contacts

• Interactions occur most routinely with students in the classroom and during other activities. 

• Many informal interactions with students for whom the teacher has no direct supervision or responsibility occur. 

• Daily contact ranges from direct teaching of curriculum, student advising, and informal exchanges. Regular contact with Middle School colleagues, particularly those working on the same grade level, discipline or on a joint project is expected. 

• Frequent contact with parents either for scheduled conferences or casual conversation is a community norm. 

• Responsible and active collaboration with colleagues, in all divisions, is expected. Important personal qualities include interest in and demonstrated ability to teach and support pre-adolescents and adolescents, ability to work effectively with a team, a sense of humor, flexibility, organizational ability, energy, and collegiality.

Working Conditions and Physical Requirements

The requirements listed below are representative of physical requirements and may not be all-encompassing.  Incumbents must be able to perform job duties with or without accommodations.  Work is primarily performed in a classroom setting and includes occasional to frequent work leading students off campus activities.  

• Ability to remain in a stationary position (primarily at a desk) for prolonged periods of time

• The ability to move safely over uneven terrain or in confined spaces.

• Frequent and consistent operation of a computer and other office machinery requiring manual dexterity

• Occasional bending, squatting, stooping, and kneeling 

• Occasional lifts up to 20 pounds in materials related to position

Schedule:  

This position is a full-time, 12-month role with specific days and hours to be determined by the Middle School Head. There are occasional evening and weekend commitments.

Diversity and Inclusion:

Catlin Gabel is committed to diversity, equity, and inclusion. We encourage applications from people of color, LGBTQ+ candidates, and individuals from historically underrepresented communities in independent schools. We believe in creating an inclusive and supportive environment for all members of our community.

Timeline:

• Review of applications begins immediately and will continue until the position is filled.

• The tentative start date for this position is August 2025; with some potential training at the end of June.

  • More details about this to be discussed during the interview process.

About Catlin Gabel School

Catlin Gabel School is a coeducational, independent day school located on 54 acres in the West Hills neighborhood of Portland, Oregon formed in 1957 by the merger of the Catlin Hillside School, which had been founded as Miss Catlin’s School in 1911, and the Gabel Country Day School, whose roots extend to 1859 with the founding of The Portland Academy. The campus itself is a former farm with beautiful trees, fields, and plantings that has been modernized and upgraded over the years with new and renovated buildings that blend in with the natural surroundings. We offer a broad and challenging curriculum based on a progressive philosophy with small classes designed to educate the total person, incorporating the academic along with the arts, physical education, and a strong sense of community service. The school enrolls nearly 740 students in Pre-Kindergarten through twelfth grade and has 100 faculty members committed to diversity among students, faculty and staff. Catlin Gabel is an equal opportunity employer.

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