Upper School Office Assistant

Position Summary

The Upper School Office Assistant serves as a welcoming and dependable member of the school community and provides essential administrative and operational support to ensure the smooth and efficient functioning of the school day. This position serves as a central resource for students, families, faculty, staff, and administrators, supporting daily attendance, grade reporting, faculty scheduling, substitute coordination, office communications, and school/office supplies.

The ideal candidate is organized, proactive, flexible, and able to manage multiple priorities in a busy school environment. This individual must demonstrate excellent communication skills, sound judgment, discretion, and a genuine commitment to supporting students and the broader school community.

Essential Duties and Responsibilities

I. School Office and Front Desk Operations

• Welcome students, families, faculty, staff, visitors, and vendors in a warm, professional, and helpful manner.
• Serve as a primary point of contact for general school questions, providing accurate information or directing inquiries to the appropriate administrator or department.
• Answer, screen, and route telephone calls; monitor and respond to general school office emails and messages.
• Assist with student arrival, dismissal, late arrivals, early departures, and visitor check-in procedures in accordance with school policies.
• Maintain a safe, orderly, and welcoming front office environment.
• Receive, sort, and distribute incoming mail, packages, deliveries, and communications.
• Maintain and organize office files, forms, records, and supplies.
• Support school-wide communications and administrative projects as assigned.
• Maintain confidentiality of student, family, personnel, and school information.

II. Student Attendance and Records

• Support management of daily student attendance records in the school’s student information system.
• Generate daily, weekly, and periodic attendance reports for administrators and faculty.
• Pull and prepare student grades, attendance information, and other student data for administrative, faculty, and parent meetings as requested.
• Support faculty and administrators with student information requests, ensuring that information is shared only with authorized individuals.

III. Faculty Scheduling, Absences, and Substitute Coordination

• Coordinate daily teacher coverage for absent faculty members, including identifying available in-house coverage and arranging substitute teachers when needed.
• Prepare substitute teacher folders, schedules, lesson plans, attendance rosters, classroom assignments, and other materials needed for the school day.
• Welcome and orient substitute teachers to the campus, provide necessary information and materials, and serve as a resource throughout their assignment.
• Maintain accurate records of substitute assignments and communicate daily coverage information to administrators and faculty.
• Provide classroom coverage or substitute for classes as needed, subject to appropriate qualifications, school procedures, and administrative direction.
• Work collaboratively with office staff, school leadership and department heads to ensure adequate classroom coverage and continuity of instruction.

IV. Academic and Faculty Support

• Assist teachers with routine administrative and organizational needs.
• Assist with grade pulls, academic reports, and other data requests from office staff and administrators.
• Support the organization of faculty meetings, professional development activities, and school-wide events.
• Maintain shared faculty calendars, schedules, and information as directed.
• Assist with the preparation and distribution of faculty communications, forms, and other materials.
• Coordinate routine office requests from teachers and help ensure that needed materials and information are available.
• Support the administration with special projects, research, data entry, and other operational tasks as assigned.

V. Supplies, Inventory, and Faculty Lounge

• Maintain and organize the school office, supply closet, faculty lounge, and other designated shared spaces.
• Monitor inventory levels of office supplies, classroom materials, copy paper, and other regularly used items.
• Place and track supply orders in accordance with school purchasing procedures and budget guidelines.
• Receive, inspect, organize, and distribute supply deliveries.
• Maintain an accurate inventory of office and shared school supplies.
• Maintain the faculty lounge and workroom in a clean, organized, and welcoming condition.
• Monitor faculty lounge supplies, coffee and beverage supplies, paper products, and other designated materials.
• Coordinate replenishment of supplies and communicate needs to the appropriate administrator.
• Assist with office equipment, copier, and printer supply needs and report maintenance issues as necessary.
• Support the organization of school storage areas and assist with periodic inventory and clean-up projects.

VI. Student and Campus Support

• Provide general assistance and direction to students in the school office.
• Assist with locating students, communicating messages, and coordinating routine student needs in accordance with school procedures.
• Support school safety, emergency preparedness, and visitor management procedures as directed.
• Assist with health office or student care needs within the scope of training and school policies.
• Maintain appropriate documentation for student office visits, incidents, and other assigned records.
• Support school events, assemblies, field trips, testing days, registration, graduation, and other special activities as needed.
• Assist with opening and closing school office procedures as assigned.
• Perform other related duties as assigned by school administration.

Qualifications and Skills

• High school diploma or equivalent required; additional education or training in office administration, education, or a related field preferred.
• Prior experience in a school office, administrative office, customer service, or similar setting preferred.
• Experience working with students, families, faculty, and administrators is highly desirable.
• Strong organizational skills and the ability to manage multiple competing priorities.
• Excellent written and verbal communication skills.
• Professional, friendly, and approachable demeanor.
• Demonstrated ability to exercise discretion and maintain confidentiality.
• Proficiency with computers, email, Microsoft Office or Google Workspace, spreadsheets, and other office technology.
• Ability to learn and accurately use the school’s student information system, attendance platform, and other scheduling or administrative systems.
• Ability to work independently while also collaborating effectively with a team.
• Flexibility and willingness to assist with a variety of school office and operational needs.
• Ability to remain calm, patient, and professional in a busy environment with frequent interruptions.
• Ability to establish positive and respectful relationships with students, families, faculty, staff, and administrators.

Physical and Working Conditions

• Work is primarily performed in a school office and campus environment.
• Regularly involves sitting, standing, walking, and moving throughout the campus.
• May require lifting and carrying office supplies, boxes, and materials.
• Requires the ability to operate standard office equipment and computers.
• Must be able to respond to the changing needs of a school environment and work with frequent interruptions.
• May require occasional extended hours or participation in school events outside of the regular work schedule.

Equal Opportunity Statement

Quarry Lane School is committed to providing an inclusive and welcoming environment for all students and employees. Employment decisions are made in accordance with applicable laws and school policies.