Title:  Middle School Administrative Assistant

Purpose:  The Middle School Administrative Assistant is responsible for the provision of a wide range of scholastic, logistical, financial, and compliance services for the middle school students, faculty, and staff. This role also involves event and retreat planning, budgeting and accounting support duties, ordering and inventory, records management, and process development and implementation. The Middle School Administrative Assistant serves as the communications liaison to students, parents, vendors, volunteers, church facilities and events coordinators, and the school administration team.

Accountability: Reports to the Middle School Principal

FLSA Status:  Non-Exempt, Full-Time

Start Date: 6 January 2025

Qualifications/Skills: 

• Must be a Christ-follower who upholds, in word and deed, the Hill Country Christian School of Austin’s Core Values and Statement of Faith.
• Must recognize, understand, and agree to live by the moral and ethical standards according to the school’s Statement of Faith.
• High school diploma required; associate or bachelor’s degree preferred.  
• Demonstrated experience in Google Workspace, and Microsoft Office systems and software. 
• Demonstrated ability to learn and utilize various technology systems/databases.
• Must be capable of exercising good judgment in evaluating situations, managing priorities, and making decisions.
• Must have strong organizational and interpersonal skills and must demonstrate ability to adhere to strict confidentiality expectations. 

Responsibilities: 

• Provide administrative support to principal and teachers, including but not limited to scheduling meetings, managing the quarterly club sign ups and rosters, organizing digital resources, proofreading documents, and communicating to students, parents, faculty.
• Compile, review, and submit middle school division announcements for the school’s weekly newsletter.
• Assist in creating and communicating class lists and faculty lists for middle school, including rosters for advisory, community time/tutorials, clubs, and House schedules.
• Manage expense reimbursements, department expenses, invoices, purchases, and track shipments for supplies, curricular resources, subscriptions, membership dues, departmental supplies, and furniture.
• Ensure the Middle School Office is appropriately stocked with essential supplies for faculty and staff, including printer maintenance and supplies.
• Work with principal and teachers to submit proposals for field trips, annual fund requests, and special events.
• Serve as a liaison between middle school faculty and church facilities staff to communicate and resolve any classroom, or facilities concerns.
• Manage and coordinate all middle school events, retreats, and parent education events.
• Collaborate with other division admins or event coordinators to resolve event scheduling conflicts and ensure the middle school calendar is current and accurate.
• Work with staff to provide end-of-year check-out services by maintaining a thorough, accurate, and orderly process, and proactively communicating with teachers to ensure all required activities are completed prior to teachers beginning summer break.
• Update Middle School Linktree with forms, handbook, and other helpful resources for parents and students.
• Assist middle school students, parents, and faculty in addressing needs and/or concerns.
• Provide a warm, welcoming, and friendly atmosphere in the middle school office.
• Make all middle school facility reservations in the church system, and internal reservation system.
• Reconcile monthly credit card statements, deposits, and invoices; ensure accurate accounting codes.
• Support Middle School Principal and department chairs in reviewing and approving budget resources, items, services, and supplies within the middle school budget.
• Assist the Dean of Students and Middle School Principal with supervising detention, tracking discipline incidents, and running reports.
• Assist in monitoring students during make-up tests/quizzes.
• Assist with daily interoffice deliveries and complete weekly mailroom duty.
• Coordinate middle school summer camp program. 
• Coordinate and schedule New Family Admissions interviews, and new student/family onboarding.
• Process volunteer, chaperone, and driver background checks, required training, and MVRs.
• Coordinate travel arrangements for principal and faculty for conferences, and professional development.
• Complete other duties as requested to support the projects and goals of the school.

Physical Requirements:

• Must be able to remain in a stationary position the majority of the time using repetitive arm, hand and finger movements; be able to finger, handle, or feel objects, tools or controls.
• Needs to frequently move about inside the office to access file cabinets, office machinery, etc. and occasionally outside the office to other areas of campus.
• Operates a computer the majority of the time and frequently a copy machine. 
• Must be able to exchange accurate and professional information whether in person, via email or via telephone. Frequently communicates with co-workers and others.  
• Ability to work in an open office setting with frequent in-person interaction and numerous interruptions.
• Possess physical stamina required to fulfill the professional obligations of their specific assignment. Occasional lifting of 5 to 30 pounds.
• Must be flexible and adapt to various schedules and administrative changes.
• Possible exposure to a variety of childhood and adult diseases and illnesses.