Job Board

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Administrative and Clerical

Middle School Admin Assistant/ Head of School Executive Assistant

Denver Christian School
Posted: 06/01/2022
Salary/Range: $38,000 - $51,000
Lakewood, CO

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
To Apply: