School Receptionist and Middle/Upper School Administrative Assistant at Waterford School in Sandy, Utah

Job description

• The Middle and Upper School Administrative Assistant serves as a central point of contact and operational resource for students, families, faculty, staff, and visitors. This position supports the daily functioning of the Middle and Upper Schools by managing front-office operations, student attendance, communications, administrative processes, and a variety of student and campus needs. Working closely with the Deans of Students, school counselors, faculty, and other campus departments, the Administrative Assistant ensures information is communicated accurately, student needs are addressed promptly, and School procedures are consistently followed. This position also provides administrative support to the Dean of Students, Upper School Associate Dean of Students, and Middle School Associate Dean of Students.
• This is a year-round position with responsibilities during the summer and school breaks. The successful candidate will be highly organized, responsive, service-oriented, and comfortable managing multiple priorities in a busy school environment as well as enjoy working with students and families.

Responsibilities

• Provide welcoming and professional front-office support to students, families, employees, visitors, and campus partners.
• Manage incoming calls, messages, questions, and time-sensitive requests, directing or escalating matters to the appropriate person or department.
• Provide administrative and calendar support to the Dean of Students and the Middle and Upper School Associate Deans.
• Coordinate student releases, dismissal communications, campus passes, meetings, and other front-office processes.
• Administer daily attendance, including late arrivals, early departures, absences, planned absences, athletic and field-trip excusals, and student check-ins.
• Prepare attendance and behavior reports, monitor attendance records, and provide additional support during examination periods.
• Maintain accurate and confidential student, attendance, emergency dismissal, and front-office records.
• Support student accountability processes involving phones, earbuds, Yondr devices, access fobs, dance tickets, senior items, and other student materials.
• Coordinate with the School Nurse, counselors, Deans, and other personnel when student health, safety, behavioral, or emergency concerns arise.
• Manage deliveries, receiving, mail distribution, office supplies, Lost and Found, athletic equipment, campus displays, alumni visits, and other assigned campus services.
• Support Athletics, Community Service, faculty, and other School programs with the collection and distribution of supplies, uniforms, donations, equipment, and materials.
• Provide front-office coverage during summer and school breaks and perform other related duties as assigned.
• Coordinate locker clean-out, assignments, combinations, requests, and related student communications.
• Manage faculty supply requests, ordering, organization, and distribution.
• Oversee the annual collection, replacement, organization, and preparation of Yondr devices.
• Prepare student and faculty access fobs and other materials needed for opening-day operations.
• Coordinate with campus departments to support a smooth start to the academic year.

Requirements

• Ability to create a welcoming atmosphere for students, parents, and community members.
• Previous administrative, school, customer service, office management, or student-facing experience preferred.
• Excellent organization, attention to detail, communication, and follow-through.
• Ability to manage competing priorities, frequent interruptions, and time-sensitive requests.
• Sound judgment and the ability to maintain confidentiality, discretion, and professional boundaries.
• Strong problem-solving skills and the ability to recognize when a concern requires administrative, health, safety, or emergency escalation.
• Proficiency with Google Workspace and the ability to learn student information, attendance, calendar, and other School systems.
• A reliable, flexible, collaborative, and student-centered approach consistent with Waterford School’s mission and values.
• Bachelor’s degree preferred; an equivalent combination of education and relevant experience will be considered.

Skills

Required

• Organization
• Attention to detail
• Communication
• Follow-through
• Problem-solving
• Judgment
• Confidentiality
• Flexibility
• Collaboration
• Student-centered approach
• Google Workspace
• Attendance systems (ability to learn)

Benefits

• The Waterford campus is set on 45 acres at the foot of Utah’s Wasatch Mountains in Sandy Utah, a suburb of Salt Lake City. Waterford is proximate to one of North America’s premier outdoor and recreational areas. Utah boasts a growing and vibrant culture, featuring a lively arts scene, diverse cuisine, and a thriving sports entertainment industry that enriches the community. The school offers an outstanding working environment. The atmosphere is collegial; both families and faculty show a genuine commitment to learning. Benefits include medical, dental, 403(b).