Upper and Middle School Administrative Assistant & Registrar

Description

Department: Upper & Middle School

FLSA Classification: Exempt (Salary), 12-Month

Hours: 40+ hours a week

Start Date: July 2025

About Louise S. McGehee School

Louise S. McGehee School is a private independent all-girls school for Pre-K through grade 12 and open to all qualified girls regardless of race, religion, national or ethnic origin. The academic program in the upper school offers students the opportunity to prepare for the challenges of college by providing challenging classes at an individual pace for every student. Because of McGehee's low teacher to student ratio, faculty members tailor their curriculum to meet their students’ progress and interests. The working environment is supportive and collegial with an emphasis on flexibility and exploration. This full-time faculty position includes a competitive salary and a comprehensive benefits program. For more information, please visit www.mcgeheeschool.com.

Position Description:

To assist the Upper and Middle School Head in administrative tasks, plan & organize major school events and maintain college transcripts and communication around graduation requirements. In addition to working closely with Upper and Middle School Head, will also work with College Counselor as Registrar and assist the Dean of Students in facilitating student activities events.

The ideal candidate will be highly professional, maintaining appropriate boundaries with students and colleagues and able to maintain a high degree of confidentiality with potentially sensitive and personal information. The role demands a high degree of organizational skill as well as the capacity to learn quickly and take initiative. Once familiar with the tasks at hand, this person should be capable of working both independently and collaboratively with others. Good people skills are essential, as is the ability to communicate promptly and effectively.

Some core specific job tasks are listed below, though these lists are not exhaustive.

Annual

• Build schedules and enroll students and faculty in classes
• Update distribution lists
• Send end of year transcripts to colleges

Periodic

• Organize planning of Commencement, May Day, Senior Pageant, 8th Grade Mother Daughter Luncheon and major assemblies. Includes booking seating, sound and lighting, refreshments, plants & flowers, etc; ordering diplomas, coordinating proofing of programs, etc.
• Maintain and reconcile budgets for middle and upper school divisions, including managing purchase requests and expense reports
• Maintain accurate transcripts
• Update information for STS/TOPS three times per year
• Respond to transcript questions from students and families 
• Work with College Counselor and Dean of Students as needed
• Submit event and maintenance requests
• Organize coverage for teachers who are sick or absent for professional reasons
• Prepare refreshments and take minutes in division meetings
• Prepare and track digital permission slips for field trips

Daily

• Track attendance and communicate with parents and Dean of Students around absences 
• Assist with afternoon carpool

May be required to stay after hours periodically for major events, assist at the front desk, or proctoring classes as needed.

Requirements

Minimum Requirements

• Bachelor’s degree

Physical Requirements

• Regularly works in standard office or classroom conditions and climate.
• Regularly uses close and distance vision, including working at a computer screen for extended periods of time.
• Frequently required to move around the office/classroom; works at a desk for extended periods of time.
• Ability to maintain appropriate boundaries with students, fellow staff and community members.
• Ability to stand for extended periods of time.
• Physical agility to lift up to 25 pounds to shoulder height and 50 pounds to waist height; and to bend, to stoop, to reach, to sit on the floor, to climb stairs, to walk and to reach overhead.
• Ability to perform the essential functions of the position with or without reasonable accommodations.

How to Apply

Interested candidates should apply to this position on our careers website and attached a cover letter, résumé, and educational philosophy. 

Louise S. McGehee School is an equal opportunity employer dedicated to building an inclusive and diverse workforce. McGehee does not discriminate in employment on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, gender or gender identity, age, sexual orientation, or any other status protected by applicable federal, state or local law.

If you have questions, please email [email protected].