Middle School Administrative Coordinator

Ravenscroft School is an all gender independent day school in Raleigh, NC, with approximately 1,205 students enrolled in grades preschool through 12th grade.

We are looking to welcome a Middle School Administrative Coordinator into our community of educators that actively strive to be diverse, equitable and inclusive. Our candidates should demonstrate empathy, knowledge and an understanding for the diverse backgrounds in our community; place an importance on genuine and authentic connections with students, faculty, staff and parents; be able to work collaboratively with team members of diverse backgrounds; and have the capacity to model an attitude of unyielding curiosity and a growth mindset.

The major responsibility of the position is to coordinate the administrative needs of the Middle School and to support the work of the Head and Associate Head of Middle School. This person should provide excellent customer service to all parents, faculty/staff, and students. They should exude enthusiasm, patience, and helpfulness so that all members of the community feel welcome with every interaction.

Reports to: Head of Middle School

As a Middle School Administrative Coordinator at Ravenscroft, here is what you get to do:

• Create a welcoming environment for students, faculty/staff, parents and visitors; attend to needs in a friendly, timely, and professional manner.
• Produce, manage and/or distribute communications, including: athletic rosters, calendar changes, absentee list, special schedules, etc.
• Monitor upcoming events on the Master Calendar and communicate and document changes; in collaboration with leadership, submit information for the Weekly Bulletin.
• Coordinate substitute teacher needs; contact substitutes or arrange internal coverage, provide necessary materials, manage substitute folders, complete paperwork. Generate and submit monthly faculty leave and substitute teacher compensation reports.
• Manage business needs, i.e.: Order and distribute supplies, coordinate office equipment repairs, including repair and maintenance of copy machines.
• Submit check requests and credit card receipts, etc. Reconcile credit card when statement is ready.
• Update and maintain Veracross database, including: student schedules, attendance records, grade reports, and records, etc. Provide data for reports as requested.
• Maintain confidential student files and records; supply student records as needed.
• Assist with course registration and creation of schedules for current students, visitors, candidates, family conferences, exams, proctors, Family Night, etc.
• Update and submit Emergency Book to Director of Protective Services with appropriate current information, ie: schedules, student information, emergency contacts, building maps, room assignments, etc.
• Plan and assist with execution of fire drills, crisis drills, and severe weather drills; file reports. Assure emergency information is posted in each room.
• Prepare materials for recognition and award ceremonies, including printing of certificates, creating and printing programs, and arranging logistical needs.
• Prepare and distribute opening and closing of school information to faculty as well as supply lists and other needed information to parents. Assist in coordination of placement exams for new students.
• Create Teacher Lesson Planner and Student Lesson Planner in collaboration with 6th Grade Team Leader. Work with printer to print Teacher Lesson Planner and Student Lesson Planner.
• Liaison with the Communications Department to ensure timely posting of Middle School materials and accurate information to website and Parent Portals.
• Provide support to Middle School Leadership team at parent and student events as needed. Submit set-up requests and place catering orders for functions.
• Submit and manage work orders to the facilities department via SchoolDude software.
• Comply with professional education hours.

Qualifications:

• College degree preferred; equivalent education and/or experience required.
• Ability to exhibit positivity, calmness, and flexibility on a daily basis and in all situations.
• Able to handle multiple priorities of a busy office; can prioritize and self-direct.
• Excellent oral and written communication skills.
• Proficiency in Google and Microsoft Office Suite, specifically Docs, Sheets, Word, and Excel.
• Proficiency on Veracross is a plus, but not required; proven ability to quickly learn new systems is helpful.
• Experience with Canvas or other Learning Management Systems is helpful.
• Strong organizational and project-management skills; detail oriented, forward-thinking, solution-focused, and accurate when completing work assignments.
• Works in the spirit of cooperation when dealing with other departments; accepts additional job duties as assigned.
• Flexibility in work schedule when needed.
• Maintains confidentiality at all times.