EmploymentWashington Montessori School
New Preston, Connecticut

The Office Administrator helps the school to run smoothly. The Office Administrator is the first person to greet visitors; the person in this role knows students and parents, understands their individual needs and routines, and can address individuals by name while supporting their daily logistical needs. The role consists of both daily office duties as they arise, and scheduled tasks. Welcoming current parents, admissions candidates, and any other visitors — while also keeping in mind the security of our community — is a priority. 

The Office Administrator is on duty in person during all faculty work days and days when school or summer camp is in session. The Office Administrator reports to the Assistant Head for Enrollment. 

Responsibilities include but are not limited to:

Welcomes community members and visitors

• Greets and welcomes visitors and community members, embodying the Montessori values of grace and courtesy. Sets a warmly inclusive tone to establish a positive tone for all students, families, staff, and visitors during the school year and summer camp.
• Keeping the security of our community in mind,  helps visitors to enter the school by checking their identity and connecting them to the people they need to see. 
• Serves as a resource for information and problem-solving. Answers the phone, redirects calls as needed. Answers questions when possible, or connects to a person who can answer questions. Distributes mail and messages.
• Creates and maintains a front desk binder with all schedules and lists (including photo permission) and instructs others in how to use it to locate a student or staff member at any time. 

Maintains a prepared work environment both for self and staff that aligns with and supports the organization, purpose, minimalism, and beauty of our classrooms. 

• Creates and maintains a streamlined and orderly workspace in the office and staff room.
• Orders all supplies for the office and school-wide events and manages deliveries.
• Assists teachers with purchasing classroom supplies and organizing receipts and invoices. 
• Fully understands and maintains the effective functioning of office machinery in the central office and staff room, and assists staff in their use. 
• Helps adults and children to complete office tasks safely and efficiently.

Manages student data and records

• Manages student attendance during the school year and summer camp. 
• Creates and maintains student files, beginning with the enrollment process.
• Imports enrollment packets. Requests and provides records for the admissions and secondary school placement process. 
• Archives, prints, and files progress reports. During the summer, transitions the school’s RenWeb database to the next school year, including creating classes, enrolling students, and updating staff assignments.
• Culls files and creates permanent files for all graduating 8th year and students who are leaving. Mails year-end records to schools for transfer students.
• Adeptly uses Google Suite, including Docs, Sheets, Slides, and the school’s database, RenWeb. 

Supports the smooth functioning of the school as a whole 

• Supports the administrative team in completing tasks as needed.
• Manages the schedule of administrator duties and the calendar of the Head of School.
• Maintains all-school events on the Google Calendar, in coordination with the Assistant Head for Enrollment.
• Assists in scheduling, planning, and hosting in-school events as directed by the Assistant Head for Enrollment.
• Sends a weekly internal announcement email in coordination with the school’s administrative team.
• Serves as primary point of contact for local bus company, and schedules transportation for events and field trips as needed. 

Maintains a positive, proactive, and productive school culture 

• Respects confidentiality of staff, parents, and students, and helps others to do the same.
• Remains aware of questions or problems that arise in the school. When problems arise, communicates swiftly and directly to the relevant school administrator to help that administrator to solve problems.

To Apply:
Please submit a resume and a cover letter describing the alignment of your skills with the position described above to the Assistant Head for Enrollment, Laura Martin, at lmartin@washingtonmontessori.org, or mail to:

Laura Martin, Assistant Head for Enrollment
Washington Montessori School,
240 Litchfield Turnpike, New Preston, CT 06777