Middle School Office Assistant /… at STEM School… · Highlands…

Position Overview:

We are seeking a highly organized, detail-oriented, and service-driven Middle School Office Assistant / Registrar to join our team for the 2026–2027 school year. This role is essential in managing student records, supporting enrollment processes, and serving as a welcoming first point of contact for students, families, and visitors.

The ideal candidate thrives in a fast-paced environment, maintains accuracy and confidentiality, and is committed to supporting both school operations and student well-being.

Primary Responsibilities

Front Office & Customer Service

• Serve as the front desk point of contact, managing phones, visitors, and daily inquiries
• Create a welcoming and professional environment for students, families, and staff

Enrollment & Records Management

• Process student enrollments and withdrawals
• Maintain official academic records, including contact information, transcripts and grade reports
• Manage cumulative student files with accuracy and confidentiality
• Fulfill transcript requests and respond to external records requests
• Oversee attendance tracking and support truancy management
• Prepare and maintain enrollment reports
• Maintain ownership and accuracy of IC (Infinite Campus) and enrollment systems data

Additional Responsibilities (as needed)

Student Health & Support

• Respond to student health needs, including emergencies in classrooms
• Administer daily medications and maintain accurate documentation
• Coordinate medication refills
• Maintain appropriate documentation for all health room visits and procedures
• Maintain and organize the health room (stocking, cleaning, organizing)
• Provide first aid care for students and staff
• Assist the RN in managing students’ chronic health conditions
• Maintain student health records (doctor’s notes, immunization records, etc.)
• Communicate with parents via phone, email, and in person
• Follow student health care plans
• Assist RN with immunization compliance and data entry
• Support vision and hearing screenings and related data entry
• Review and support monthly health assistant processes

Operational & Administrative Support

• Assist with field trip preparation and coordination
• Support the Principal, Assistant Principal, Dean, and Executive Director as needed
• Conduct enrollment inquiry follow-up
• Communicate with prospective families via phone and email
• Coordinate tours, student shadows, and a positive enrolling family experience
• Align logistics, stakeholders, and timelines to ensure smooth execution
• Oversee volunteer coordination, execution and tracking
• Open doors and screen visitors through Raptor and related software

Qualifications

• Strong organizational skills and attention to detail
• Excellent communication and customer service skills
• Ability to manage multiple priorities in a fast-paced environment
• High level of professionalism, discretion, and confidentiality
• Experience with student information systems (e.g., Infinite Campus) preferred
• Prior experience in a school or office setting preferred
• CPR/First Aid certification (or willingness to obtain) preferred

Schedule:

• Day shift
• Monday to Friday
• School Year: 2026 - 2027
• School Days: 195

This position will be open until filled, but will not be open past: June 30, 2026 

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