Administrative assistant for multiple divisions

Position Opening: Administrative assistant for multiple divisions

Type: Full-time 12-month staff

Application Deadline: Open until filled 

Start Date: June 15, 2025, or as soon as possible

Maumee Valley Country Day School is seeking a resourceful and innovative individual to manage all support tasks within two divisions of the school.  This position serves as “command central” and must be diligent when accounting for students and their activities. Exceptional written and verbal communication is a must and a true customer service attitude is paramount to the success of this individual. Strong technical skills and a solutions-based mindset, along with the ability to multi-task and manage interruptions with a smile and goodwill, are required for success. 

This position reports to the Head of Middle School, serves as the administrative assistant to Lower and Middle School Division Heads, and collaborates closely with all constituencies of both the Lower and Middle School (faculty, staff, administration, and families). As a full-time employee, the position offers all benefits afforded to full-time employees, including, but not limited to, comprehensive health benefits, robust paid-time off, paid life insurance, tuition remission, and professional development. 

Key Responsibilities and Duties:

• Maintain student files, attendance, and other records
• Answer phone calls and emails from parents and school administrators
• Assist visitors on school campuses
• Prepare school communications such as attendance, weekly newsletters, reports, letters, and other documents
• Manage the division offices (supplies, equipment, calendars, etc.) in a collaborative, cooperative way
• Manage substitutes and ensure all substitutes are clocking in and out of APS self-serve (the school’s HRIS platform) correctly
• Keep track of requested time off (PTO), contact substitutes, and arrange proper coverage
• Manage faculty/staff/substitute records and communicate with constituents when and if a document needs to be renewed
• Coordinate student conferences and proof comments and correspondence in student records
• Maintain Blackbaud (the school’s Student Information System), including student records and progress, communication distribution lists, resource boards, and master/divisional schedules
• Manage the documentation for the preschool staff for state licensing audit
• Oversee curriculum ordering under the direction of the division head
• Manage school-wide projects as needed
• Assist with miscellaneous tasks to ensure the success of both divisions
• Assist with all projects, events, and division initiatives
• Meet performance goals established as part of the annual performance-planning process or as the result of organizational planning
• Actively engage in personal and professional work in support of the school’s diversity, equity, and inclusion initiatives
• Works independently with minimal supervision
• Perform other duties and responsibilities as assigned by the supervisor

General Office Support:

• Basic office equipment: From copiers to fax machines, school administrative assistants should be highly knowledgeable about various office equipment
• Google Suite Applications: Many tasks assigned to school administrative assistants pertain to generating reports or sending emails, so these professionals should be proficient in Google Suite
• Blackbaud Student Information System: The software used to build classes, reports, and other materials as needed
• School policies: School administrative assistants should be fully aware of all school attendance policies as well as policies regarding school visitors, picking up students, early dismissals, and other pertinent rules.

Personal Skills: 

• Exceptional written and verbal communication skills
• Technical skills
• Adept at communicating with a diverse population
• Strong organizational and interpersonal skills
• Detail-oriented multitasker
• Strong time-management and problem-solving skills
• Able to work independently and is driven to learn more
• Practices and researched “best practices” and assesses and tweaks current practices to continually grow
• Is driven by exceptional customer service attitude and thrives in a position of service to the school constituency

Credentials:

• Minimum of three years experience in a similar position
• Minimum associate’s degree or bachelor’s degree
• Experience in an educational setting preferred

Background check:

All Maumee Valley employees and volunteers must agree to a comprehensive background check and confidentiality agreement.

Equal Employment Opportunity

We are dedicated to providing equal employment opportunities to all personnel and applicants for employment without regard to race, color, religion, sex, national origin, age, ability, sexual orientation, gender identity or expression, military status, veteran status, ancestry, or citizenship, in accordance with applicable laws. In addition, we comply with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, benefits, and training. We value a diverse workforce.

Any employee who believes they have been discriminated against may discuss this with their supervisor or the Head of School.

Our Philosophy of Teaching and Learning

As Maumee Valley Country Day School approaches the 140th anniversary of its founding, it remains the preeminent educational institution in northwest Ohio. It is the only accredited, coeducational, nonreligious, and independent school in the area and attracts families from northwest Ohio, southeast Michigan, and nations around the world. Enrollment is about 470 students from Prekindergarten through 12th Grade. We prepare students for global citizenship and admission to prestigious universities. We are known for outstanding academics, high test scores, a beautiful campus, and unrivaled opportunities for study abroad, hands-on learning, and personal bonds between students and teachers.

At Maumee Valley, children dream, explore, and cultivate their passions and strengths. Our faculty and staff do the same. We are more than a school and more than a group of people: We are a community of lifelong learners who inspire joy. As the only PreK-12 independent school in northwest Ohio, we support an accomplished and diverse student body within a progressive academic program. 

A Maumee Valley education is Personal, Experiential, and Global. It is a journey of discovery and of action that defines each child’s learning experience. Through an intentionally crafted curriculum, including active lessons as well as serendipitous explorations, a Maumee Valley education launches children toward the investigation of the world and helps them find their place in it. With our students at the center of our decision-making, we aspire to seek understanding, grow in our compassion and empathy, and adapt to the ever-changing world our students will one day lead.

Maumee Valley is grounded in our Mission, Vision, Portrait of an MV Educator, Portrait of an MV Graduate, and commitment to Diversity, Equity, and Inclusion.

We believe in collaboration, innovation, and the power of community.

Questions? Contact the MV Office of Human Resources at hr@mvcds.org. 

We are an equal opportunity employer and 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.
 

Maumee Valley Country Day School cultivates an inclusive community of intellectual excellence where learners creatively explore their passions and boldly inspire positive change in the world. We are always seeking remarkable faculty and staff who seek a challenge within a community of learners.