Job Description
Job Description
Germantown Academy
We inspire students to be: Independent in Thought • Confident in Expression •
Compassionate in Spirit • Collaborative in Action • Honorable in Deed
Position Title: Part-Time Lower School Administrative Assistant
Germantown Academy is an independent, coeducational, college preparatory day school located on a beautiful 126-acre campus in the Fort Washington suburbs near Philadelphia, Pennsylvania. The school serves more than 1,200 students in grades PK-12. Founded in 1759, GA is America's oldest non-sectarian day school with rich traditions and a strong commitment to ongoing innovation of curricular and pedagogical practices.
Germantown Academy is committed to the work of equity and inclusion and believes that equal opportunity in all aspects of employment supports the mission of the school and the successful attainment of our strategic objectives. Candidates must exhibit an appreciation of, a sensitivity to, and a respect for a diverse academic environment, inclusive of students, faculty, and staff of varying socioeconomic, cultural, ideological and ethnic backgrounds.
Position Purpose: The Lower School Administrative Assistant reports to the Head of Lower School and to the Assistant to the Head of Lower School. He/she supports general administrative tasks including community and front office support; student services and daily operations; administrative, communications and data management; and events, scheduling, and budget support. This individual is responsive to concerns and needs as they arise, presenting a professional and gracious demeanor that reinforces the culture of Germantown Academy as a welcoming and friendly school. We are seeking qualified, experienced candidates for the position of Administrative Assistant, beginning as soon as possible. This is a 10-month part-time (30 hours/week), benefited position (7:45-2:15PM daily) which offers a highly competitive salary.
Key Responsibilities:
1. Community & Front Office Support
•Be welcoming, kind, and helpful to the community
•Respond to parent communications, concerns, and requests as needed
2. Student Services & Daily Operations
•Coordinate daily attendance and dismissal plans
•Contact parents, as needed, to confirm attendance and dismissal plans
•Coordinate with after school programs (SPARK/ASAPs) and music lessons to confirm students' dismissal plans and create daily after school program attendance lists
•Manage and maintain student files; fulfill transcript requests
•Coordinate student emergency lunches as needed
3. Administrative, Communications & Data Management
•Support the Head and Assistant Division Head's calendars as needed
•Support divisional tasks, memos, and communications as needed by the office team
•Proofread administrative communications, newsletters, and presentations as needed
•Prepare and process emails and multiple bulk mailings
•Liaise with the Technology Department as needed to support online and data management systems
•Input and update student record information in collaboration with the school database manager
•Create, update, and manage online calendars and systems, communicating updates to departments across campus
•Liaise with the Office of Communications to update and manage online platforms
4. Events, Scheduling & Budget Support
•Coordinate field trips: work with teachers on dates, transportation, payment, and chaperone selection
•Prepare and manage sign-up systems for meetings, field trips, conferences, and other events
•Assist faculty, staff, and administration with event planning and logistics
•Order catering; set up and break down faculty events/meetings
•Manage office and faculty room ordering and refreshments
•Manage and distribute mailroom deliveries.
•Reserve facilities for meetings and special events using the online scheduling system as needed
Qualifications:
Education & Experience
•Undergraduate college degree
•Experience working as an office or administrative assistant, preferably in a school setting
Professional Presence & Family Engagement
•Demonstrates a warm, patient, and welcoming presence for students, families, faculty, and visitors
•Maintains a client-centered, service-oriented approach when working with Lower School families and community members
•Models professionalism, kindness, and approachability in a highly visible, front-facing role within the division
•Demonstrates high level of confidentiality around all school-related matters
Operations & Organizational Skills
•Highly organized and detail-oriented, with the ability to manage multiple priorities that support the daily rhythm of a Lower School
•Demonstrates a high level of accuracy and follow-through when completing tasks related to attendance, dismissal, student records, and divisional communications
•Able to anticipate needs, manage interruptions, and adapt priorities in a fast-paced, student-centered environment
•Maintains confidentiality and discretion when handling sensitive student, family, and personnel information
Technology & Student Information Systems
•Strong facility with technology, including accurate database entry and maintenance of student information systems
•Proficient with Microsoft Word, Excel, PowerPoint, and Outlook
•Proficient with Google Workspace applications (Docs, Sheets, Slides, Calendar)
•Comfortable learning and using school-based platforms, scheduling systems, online calendars, and communication tools
Communication, Collaboration & Division Support
•Excellent written and oral communication skills, with the ability to draft, proofread, and distribute clear and professional divisional communications
•Effectively supports the Head of Lower School, Assistant Division Head, faculty, and office team with calendars, correspondence, and logistics
•Able to take direction and feedback from divisional leadership and respond with flexibility and professionalism
•Works collaboratively as part of a Lower School office and broader campus team
Germantown Academy
We inspire students to be: Independent in Thought • Confident in Expression •
Compassionate in Spirit • Collaborative in Action • Honorable in Deed
Position Title: Part-Time Lower School Administrative Assistant
Germantown Academy is an independent, coeducational, college preparatory day school located on a beautiful 126-acre campus in the Fort Washington suburbs near Philadelphia, Pennsylvania. The school serves more than 1,200 students in grades PK-12. Founded in 1759, GA is America's oldest non-sectarian day school with rich traditions and a strong commitment to ongoing innovation of curricular and pedagogical practices.
Germantown Academy is committed to the work of equity and inclusion and believes that equal opportunity in all aspects of employment supports the mission of the school and the successful attainment of our strategic objectives. Candidates must exhibit an appreciation of, a sensitivity to, and a respect for a diverse academic environment, inclusive of students, faculty, and staff of varying socioeconomic, cultural, ideological and ethnic backgrounds.
Position Purpose: The Lower School Administrative Assistant reports to the Head of Lower School and to the Assistant to the Head of Lower School. He/she supports general administrative tasks including community and front office support; student services and daily operations; administrative, communications and data management; and events, scheduling, and budget support. This individual is responsive to concerns and needs as they arise, presenting a professional and gracious demeanor that reinforces the culture of Germantown Academy as a welcoming and friendly school. We are seeking qualified, experienced candidates for the position of Administrative Assistant, beginning as soon as possible. This is a 10-month part-time (30 hours/week), benefited position (7:45-2:15PM daily) which offers a highly competitive salary.
Key Responsibilities:
1. Community & Front Office Support
•Be welcoming, kind, and helpful to the community
•Respond to parent communications, concerns, and requests as needed
2. Student Services & Daily Operations
•Coordinate daily attendance and dismissal plans
•Contact parents, as needed, to confirm attendance and dismissal plans
•Coordinate with after school programs (SPARK/ASAPs) and music lessons to confirm students' dismissal plans and create daily after school program attendance lists
•Manage and maintain student files; fulfill transcript requests
•Coordinate student emergency lunches as needed
3. Administrative, Communications & Data Management
•Support the Head and Assistant Division Head's calendars as needed
•Support divisional tasks, memos, and communications as needed by the office team
•Proofread administrative communications, newsletters, and presentations as needed
•Prepare and process emails and multiple bulk mailings
•Liaise with the Technology Department as needed to support online and data management systems
•Input and update student record information in collaboration with the school database manager
•Create, update, and manage online calendars and systems, communicating updates to departments across campus
•Liaise with the Office of Communications to update and manage online platforms
4. Events, Scheduling & Budget Support
•Coordinate field trips: work with teachers on dates, transportation, payment, and chaperone selection
•Prepare and manage sign-up systems for meetings, field trips, conferences, and other events
•Assist faculty, staff, and administration with event planning and logistics
•Order catering; set up and break down faculty events/meetings
•Manage office and faculty room ordering and refreshments
•Manage and distribute mailroom deliveries.
•Reserve facilities for meetings and special events using the online scheduling system as needed
Qualifications:
Education & Experience
•Undergraduate college degree
•Experience working as an office or administrative assistant, preferably in a school setting
Professional Presence & Family Engagement
•Demonstrates a warm, patient, and welcoming presence for students, families, faculty, and visitors
•Maintains a client-centered, service-oriented approach when working with Lower School families and community members
•Models professionalism, kindness, and approachability in a highly visible, front-facing role within the division
•Demonstrates high level of confidentiality around all school-related matters
Operations & Organizational Skills
•Highly organized and detail-oriented, with the ability to manage multiple priorities that support the daily rhythm of a Lower School
•Demonstrates a high level of accuracy and follow-through when completing tasks related to attendance, dismissal, student records, and divisional communications
•Able to anticipate needs, manage interruptions, and adapt priorities in a fast-paced, student-centered environment
•Maintains confidentiality and discretion when handling sensitive student, family, and personnel information
Technology & Student Information Systems
•Strong facility with technology, including accurate database entry and maintenance of student information systems
•Proficient with Microsoft Word, Excel, PowerPoint, and Outlook
•Proficient with Google Workspace applications (Docs, Sheets, Slides, Calendar)
•Comfortable learning and using school-based platforms, scheduling systems, online calendars, and communication tools
Communication, Collaboration & Division Support
•Excellent written and oral communication skills, with the ability to draft, proofread, and distribute clear and professional divisional communications
•Effectively supports the Head of Lower School, Assistant Division Head, faculty, and office team with calendars, correspondence, and logistics
•Able to take direction and feedback from divisional leadership and respond with flexibility and professionalism
•Works collaboratively as part of a Lower School office and broader campus team
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