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Middle School Admin Assistant/Head of School Executive Assist. 

Position Middle School Admin Assistant/Head of School Executive Assist.  
Category Administration  
Full-Time/Part-Time Full-Time  
Exempt/Non-Exempt Non-Exempt  

MS Administrative Assistant / Head of School Executive Assistant

Category Administration

Full-Time/Part-Time Full-time Non-Exempt

Classification: Support Staff - Administrative Assistant

Reports to: Middle School Principal and Head of School

Salary range is: $38,058 - $51,636

More Details are found in the Employee Handbook.

The MS Administrative / Head of School Executive Assistant must be a positive, welcoming, competent, and computer savvy person with a “how can I help” mentality. This position is the “face of the school” and must set a welcoming and positive tone for every student, staff, parent entering the high school office. This position is the ultimate support position, and the successful candidate must be able to provide assistance in a wide range of areas, including a high proficiency in computer/phone skills and the ability and comfort to learn new systems (Google Suite, FACTS, Canvas, and the school website). This position must be organized and productive to juggle a variety of daily/weekly tasks (outlined below) and be able to handle confidential information such as student records and school information.

I. Expected Work Days / Hours

Administrative Assistants work all school days, including professional development days; they also must work one week before teaching staff returns to help administrators prepare for the professional development and one week after teaching staff to help administrators complete the year. Additional summer hours are determined by the leadership team and included in the annual contract.

Full Day = 7:30 - 4:00 (8.5 hours)

Summer = 9:00 - 3:00 (6 hours)

II. Job Description

The Middle School Administrative Assistant tasks include:

  • Support the MS Principal / HOS by completing tasks assigned.
  • Maintain a welcoming office environment for students, parents, and staff through a positive, helpful, “can do” attitude. (MS)
  • Manage all attendance for the MS and HS. (MS)
  • Record morning (day) attendance for all MS students
  • Confirm morning attendance with teachers.
  • Record excused absences in FATS and contact parents in the case of discrepancies.
  • Set up automatic emails to parents to alert them of certain levels of absences and tardies (as decided upon with MS principal).
  • Manage the coverage of classes for absent teachers
  • For example, coaches that need to leave early
  • Manage Requests for Substitute Teachers
  • Confirm, update, and maintain the substitute teacher list and act as an administrator for the Remind Apps “HS Sub List” and “MS Sub List”
  • Arrange substitute teachers for teachers.
  • Send out Remind when notified of the need for a substitute teacher.
  • Record the substitute teacher on the Google calendar “Substitute Teacher”
  • Meet and orient the substitute teachers who arrive to fill in for an absent classroom teacher.
  • Meet weekly with middle school principal
  • Communication
  • Manage the phones.
  • Answer questions from faculty, staff and students as they arise.
  • Monitor transportation (coordinate with Julie Lamsma), voucher codes (coordinate with Sandy Lanser), and the various middle school Google Chats.
  • Support the teachers and counselors as needed throughout the day.
  • Maintain the supplies rooms by ordering materials and keeping these spaces stocked for teacher use. (coordinate with HS admin assistant)
  • Promote the MS programs by making sure upcoming events are in the school newsletter, on social media (content team), and emailed to parents as needed.
  • Run Weekly Reports in FACTS (every Monday morning)
  • Run academic eligibility
  • Missing assignment
  • Tardies (4 or more in a week is a break detention)
  • Others as needed.
  • Academic progress reports as needed by the MS principal.
  • In May, run end of year reports for various academic awards and achievements
  • Maintain the Calendars (barn doors in AC, Google DCS Master) and Website to communicate well with our school families. (coordinate with HS admin assistant)
  • Assist with end of the day carline operations. (coordinate with HS admin assistant)
  • Manage and maintain website pages. (exact details, yet to be determined)
  • Support Sick/injured staff and students
  • Medication
  • Distribute (follow Children’s Hospital guidelines) to students as needed
  • Manage Bell / Intercom Schedules
  • Event Planning / Support / Coordination
  • MS Events - Leaf Raking, Day Away, FLEx days
  • All School - PD meals, P/T conferences
  • Locker Management - assign lockers
  • School Marketing and Documentation Preparation (coordinate with HS admin assistant)
  • School map
  • School profile
  • School calendar
  • Drama banners
  • Concert Programs
  • Discovery Week
  • Orders
  • Curriculum
  • Office Supplies (coordinate with HS admin assistant)
  • Point of Contact for School Wide Photographer (coordinate with HS admin assistant)
  • Picture Day
  • Manage Student Records
  • Coordinate with Admissions
  • Create FACTS forms for incidental payments (coordinate with the business office)
  • Assist with Emergency management drills
  • Sweep with administration
  • FACTS Support
  • Ensure new and existing students are set up properly for access to the system and reporting within the system.
  • Assist with ensuring school is set up for the correct year/term. (coordinate with HS admin assistant)
  • Assist admissions.

III. The Head of School Executive Assistant tasks include:

  • Manage HOS’s calendar
  • Email parents and donors as appropriate for HOS
  • Book Travel
  • Archive confidential information
  • Coordinate with Development office
  • Coordinate meetings with staff
  • Coordinate meetings with leadership team
  • Develop reports, agendas, spreadsheets for applicable processes
  • Coordinate and correspond with outside vendors such as Jefferson county schools, CO department of education, and contractors for example.
  • Gather appropriate documentation for yearly accreditation updates and visits with Christian Schools International
  • Duties as assigned
Position Requirements  
Hiring Manager(s) Matt Covey, Tyler Amidon  
About the Organization Denver Christian School is a preschool through high school college preparatory Christian school serving the entire Denver metro area. DC is committed to educating 21st century students, encouraging them to grow in their own strengths, uniqueness, and talents.

Since 1916, Denver Christian School has been educating children: mind, body, and spirit. The preschool through high school program focus has always been inspired from the Lord who said 'Start children off on the way they should go, and even when they are old they will not turn from it.'

Our Mission
To inspire and equip students of Christian families to engage the world with Christ's transforming power and love.
At Denver Christian, we aspire to educate students in a diverse, faith-based community. DC nurtures and develops students' personal gifts and prepared them to engage the world as leaders. Our faculty and staff guide students through a process of learning that focuses on knowledge enriched with the arts, technology, athletics, and is rooted in our Christian perspective on education.

Denver Christian School nurtures the individual student. Encouraging students to grow in their own strengths, uniqueness, and talents.

After conducting competitive market analysis, Denver Christian continues to be a clear leader in the Denver-area market for private education value and excellence. We believe that God is excellent and so therefore we strive for excellence in all that we do. From academics to faith formation, life skills, community, and communication, Denver Christian is committed to becoming the standard in educational excellence for Christian families.
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.  

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