Middle School Office Manager

About the Position

Georgetown Day School, an independent school in Washington, D.C., seeks an office manager for our Middle School division. The Middle School office is a lively, fast-paced space that is filled with children, parents, and faculty coming and going. The position demands an individual who is welcoming, patient, good-humored, and detail-oriented. The ideal candidate must also be highly organized and have the ability to think critically and offer solutions to problems with a high level of professionalism. The individual must also be able to work efficiently and under pressure at times, handling a wide range of activities and confidential matters with discretion. As a diverse, inclusive school devoted to preparing our students to live and work in a globalized and multicultural society, GDS is particularly interested in professionals with demonstrated interest and experience in working in such a school setting.

Location: On campus

Start Date: August 21, 2023

Type of Opportunity: Full-time, salaried, exempt with benefits.

The primary objectives of this position are to manage the Middle School office and to provide operational and administrative support for the Principal and Assistant Principal.

Duties and Responsibilities

• Manages and coordinates MS substitute teachers and all associated processes
• Plans and coordinates special events for the division with appropriate faculty and staff, including: STEM Day, Social Justice Day, etc.
• Prepares division communication including monthly family and weekly MS faculty newsletters and providing information for the GDScoop newsletter
• Manages, fields, and screens incoming MS divisional correspondence via phone, email, mail, and fax by correctly prioritizing, filing, and/or distributing and responding
• Proactively anticipates and arranges divisional or parental events or meetings by planning for facilities, caterers, issuing information or invitations and coordinating speakers
• Coordinates MS interview schedules and spaces with Hiring Manager
• Works closely with the business office regarding oversight of the divisional budget and management of all contracts with vendors and guest artists, etc.
• Provides divisional support for Blackbaud and MyGDS functionality
• Drafts standard communication letters (eg. Report Cards, Advisory Placements, etc.) for review. Proofreads final external written communications for accuracy of the information, grammar, and clarity
• Creates and maintains files, electronic databases and spreadsheets
• Provides first line of support for students in distress and alerts counselors, principals and/or advisors for follow-up support
• Manages MS student information including student schedules, school records, advisory lists, class lists, and attendance data
• Masters and updates the divisional calendar regularly and proactively alerts and coordinates to prepare for upcoming grade-level, faculty, parent or school-wide events and/or communication (report cards, student-led conferences, etc.)
• Principal and Assistant Principal. Support includes: managing calendars, scheduling appointments, proofing and sending emails, managing expense reports
• Provides support for Divisional Meetings including scheduling, agenda creation, presentation slides creation, taking minutes, food
• Partners with other office managers to ensure whole school alignment and cohesion
• Supports principal in collecting data for schoolwide academic and SEL progress dashboard
• Provides direct support to the MS Administrative team, including the MS

Qualifications & Skills

• Ability to thrive in a dynamic, fast-paced work environment
• Ability to create and maintain systems that support accuracy and efficiency
• Ability to work occasional weekend and evening events
• 3-5 years work experience required, with school environment experience a plus
• Engaging written and verbal communication skills
• Strong organizational and execution skills
• Proficiency in Microsoft and Google applications, general comfort with technology, and willingness to learn new technology platforms
• Bachelor’s degree required
• Customer service skills and/or direct experience
• Relentless attention to detail
• Good humor and an outgoing nature