Middle School Administrative Assistant (Long-Term Leave Replacement)

Middle School Administrative Assistant (Long-Term Leave Replacement)

Term: Full-Time, Temporary
Dates: December 2025 – June 30, 2026
Division: Middle School
Hours: 7:30 A.M. – 4:00 P.M.

The Nightingale-Bamford School is seeking a long-term leave replacement for the position of Middle School Administrative Assistant from December 2025 through June 30, 2026.

This position provides essential support to the Head of Middle School, Middle School leadership team, and the division’s faculty, students, and parents. The role involves executive-level assistance to the Head of Middle School and administrative coordination across the entire division. The successful candidate will be highly organized, efficient, detail-oriented, and capable of handling confidential information with the utmost discretion. Flexibility, professionalism, and a warm, joyful presence are key attributes for success in this role.

Responsibilities include (but are not limited to):

• Maintain efficient systems and processes to support the Middle School.
• Manage the Head of Middle School’s schedule, including:
  • Scheduling meetings with parents and faculty.
  • Maintaining the Middle School Google calendar, tentative calendar, and planning calendar.
  • Assisting with planning and logistics for Middle School events.
  • Attending building logistics meetings.
  • Coordinating conference, travel, and accommodation arrangements.
• Manage Middle School office communications (phone calls, emails) and elevate issues to the appropriate dean or the Head of Middle School when necessary.
• Organize and provide logistical support for faculty candidate visits and interviews.
• Manage classroom and meeting room reservations, handle reassignments, and ensure equitable use of space and resources.
• Schedule meetings for Middle School groups, including deans and grade-level teams.
• Maintain accurate student attendance records, including communication with parents about absences, dismissals, or late arrivals, and escalating concerns to deans or the counselor as needed.
• Track athletics attendance and communicate with parents and coaches when students miss after-school activities.
• Assist students as needs arise.
• Manage the Middle School First Aid Station and lost-and-found system.
• Deliver messages between teachers, students, and parents.
• Organize and maintain records for:
  • Faculty schedules and duty assignments
  • Student schedules and the master schedule
  • Locker combinations, maintenance, and assignments
• Create signage for room and schedule changes.
• Coordinate and schedule parent-teacher conferences for grades V–VIII.
• Prepare for grade meetings and parent coffees, including technology setup.
• Provide copying and materials support for the Head of Middle School and faculty.
• Perform four assigned duties per cycle and ensure coverage for all duties.
• Maintain faculty workroom and classroom supplies.
• Keep the Middle School office bulletin boards and announcements updated and visually appealing.
• Curate and distribute the weekly Middle School Newsletter.
• Keep the sixth-floor hallways and classrooms organized and tidy.
• Track the Middle School budget and reconcile receipts.
• Coordinate bus needs with the DOE liaison.
• Support professional community development (ProCom) with scheduling and invoicing.
• Collaborate with the Head of Middle School and deans to plan and execute student trips, ensuring smooth logistics and documentation.
• Place and distribute book orders for faculty and students, coordinating with vendors to ensure timely delivery.
• Perform other administrative duties as assigned by the Head of Middle School.

Required Qualifications:

• Bachelor’s degree required.
  3–5 years of experience in an administrative support role.
• Excellent attention to detail, sound judgment, and strong professional ethics.
• Proven ability to handle confidential information with discretion.
• Strong interpersonal skills and ability to work collaboratively across all school constituencies.
• Ability to manage multiple priorities with flexibility and initiative.
• Excellent organizational and project management skills.
• Proficiency in Google Workspace (Gmail, Drive, Docs, Sheets) and Microsoft Office Suite (Word, Excel, PowerPoint); experience with Blackbaud preferred.
• Quick learner with the ability to adapt to new software and systems.
• Strong written and verbal communication skills.
• Commitment to inclusion, and belonging.
• Cultural competence and the ability to engage effectively with a diverse community.
• High energy, sense of humor, and positive attitude.
• Excellent time-management skills and ability to meet tight deadlines.

HOW TO APPLY

Interested candidates should apply by submitting a cover letter and resume online at https://www.nightingale.org/careers.

SALARY RANGE: In compliance with NYC’s Pay Transparency Act, the annualized base salary range for this position is $75,000 - $85,000. Nightingale considers factors such as (but not limited to) scope and responsibilities of the position, teaching time, the candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.

Founded by two bold, visionary educators in 1920, The Nightingale-Bamford School’s mission is to inspire girls to go beyond barriers. Tied to this mission is a broader vision of students who are joyful learners who have the intellectual depth and courage to be critical thinkers, compassionate citizens, and agents of their own lives. Nightingale educates girls’ minds and hearts and, in so doing, infuses their lives with meaningful relationships, teaching them to value difference as a means of growth and empowering them to question the status quo with confidence, empathy, resilience, and reason. Nightingale’s commitment to social justice and anti-racism requires that all community members engage actively and thoughtfully in work around diversity, equity, and inclusion. We encourage applications from candidates with broad and diverse backgrounds.

It is the policy of the School to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, citizenship, age, sex, sexual orientation, gender identity, gender expression, military status, marital status, familial status, caregiver status, predisposing genetic characteristics, actual or perceived domestic violence victim status, disability, veteran status, or any other characteristic protected by applicable law. The School’s employment practices and decisions adhere to the principles of non-discrimination and equal employment opportunity. This commitment to equal opportunity applies to and is reflected in all School activities, including, but not limited to, recruiting, interviewing, hiring, staffing, training, promotions, compensation practices, employee benefits, social programs, discipline, and termination of employment. The School maintains zero tolerance for violations of this policy and expects all employees to abide by and support this policy without reservation.