- Job type: Full-time
The Upper School Administrative Assistant supports the daily operations of the Upper School, ensuring a safe and efficient learning environment for students and teachers. This role involves coordinating with multiple school departments (e.g., Elementary, Admissions, Business Office, HR) to maintain accurate records, streamline workflows, and uphold safety and security standards. Reporting directly to the Upper School Principal, the Administrative Assistant is readily available to assist with any tasks that arise, providing essential support to the Upper School community.
Primary Responsibilities:
1. Student Records Management
● Update and maintain student files in PowerSchool (e.g., report cards, transfer requests, exam results, medical documentation).
● Retrieve archived files for former students.
● Coordinate and process student recommendation letters for transferring students.
● Print and distribute official documents (report cards, transcripts, attendance certificates).
2. Attendance Monitoring
● Record and track student absences using PowerSchool.
● Communicate with families and internal departments regarding special absence circumstances (illness, field trips, special needs).
3. Teacher Absences & Substitute Coordination
● Enter and manage teacher absence details in digital/shared drives.
● Schedule and organize external and internal substitute teachers.
● Ensure lesson plans are provided to substitute teachers and proper leave requests are submitted.
● Provide monthly absence/substitute data to HR for payment processing (Zucchetti).
● Liaise with HR for external substitute teacher hiring and proctoring (IB, standardized tests, exams).
4. Communication & Correspondence
● Serve as the primary contact for the Upper School Office, handling phone calls and email inquiries.
● Communicate with students, parents, and teachers by phone, email, or in person.
● Disseminate announcements, group messages, and individual updates as needed.
● Call students from classrooms to the office as required.
5. Administrative Support
● Schedule appointments for the Principal, IB Coordinator, College Counselor, and School Counselor.
● Reserve and coordinate facility usage (Auditorium, LGI, offices) for staff and PTO events.
● Prepare letters on official school letterhead when necessary.
6. School Facilities & Locker Management
● Report maintenance needs that need attention to the facilities manager.
● Assign lockers to students and assist with locker issues.
● Coordinate locker maintenance and liaise with caretakers.
● Oversee locker clean-outs at the end of the academic year.
7. PSAT Coordination
● Order, organize, and administer the PSAT for Grade 11 students.
Essential Requirements:
● Bilingual English/Italian or excellent written and spoken proficiency in both languages.
● Strong computer literacy and proficiency in Google Suite, Microsoft Office, data management systems, spreadsheets, and the internet.
● Excellent interpersonal skills: patient, kind, trustworthy, assertive, and able to maintain confidentiality.
● Assertiveness and cultural awareness to uphold school norms with a diverse population
● Team-oriented mindset, contributing positively and constructively.
● Ability to thrive in a fast-paced environment with frequent interruptions while maintaining high-quality service.
Preferred Qualifications:
● Immediate availability
● Prior experience in a similar administrative role
● Familiarity with PowerSchool
If you think you are the right person for this role, please email your CV and a presentation letter to employment@asmilan.org
Please write in the subject line Upper School Administrative Assistant.