Administrative Assistant to the Division Heads & Registrar

Town School for Boys•San Francisco, CA

20d•$80,000 - $90,000

About The Position

Town School for Boys seeks a full-time, 12-month Administrative Assistant to the Division Heads & Registrar to support the Lower and Upper School Division Heads and oversee the school’s student records and academic information systems. This role is essential to the daily operations of the divisions and the smooth functioning of the school’s academic infrastructure. The ideal candidate is a highly organized, detail-oriented professional who is proactive, adaptable, and supportive of the school’s mission and vision. They are an excellent communicator and problem-solver who can manage multiple priorities, work both independently and collaboratively, and handle confidential information with discretion and integrity. In this role, the Administrative Assistant supports divisional operations through scheduling, coordination, and communication, while collaborating with a broader administrative team on school-wide initiatives. As Registrar, this individual maintains accurate student records and serves as the primary administrator of the academic portal, supporting faculty and staff with grading, reporting, enrollment, and student data. They also serve as a key point of contact for families, assisting with records requests and navigation of the Inside Town parent portal, and work closely with the receptionist, admissions, communications, and senior leadership teams, including the Director of Secondary School counseling. As the School transitions to a new Student Information System this spring, the Administrative Assistant & Registrar will play a lead role in supporting the implementation of Veracross. This individual is expected to develop deep expertise in Veracross and serve as a primary resource for training and supporting faculty, staff, and families in its use. The successful candidate is comfortable using Google Workspace and database systems, brings strong organizational and interpersonal skills, and contributes to a positive, inclusive school environment. An appreciation for children and an interest in being engaged in the life of the school are a plus.

Requirements

Bachelor’s degree in education, administration, or a related field.
3–5 years of relevant administrative experience, preferably in a school or youth-oriented setting; experience in a K–8 environment is a plus.
Highly organized with strong attention to detail and the ability to manage multiple priorities, create timelines, and meet deadlines.
Excellent oral and written communication skills, with the ability to interact effectively with colleagues, families, and external partners.
Strong interpersonal skills and a collaborative, team-oriented working style.
Demonstrated ability to remain calm, kind, and solution-oriented in a fast-paced environment.
Proven ability to handle sensitive and confidential information with integrity, discretion, and professionalism.
Proactive, self-motivated, and flexible, with a willingness to problem-solve independently and seek assistance when appropriate.
Strong computer skills and comfort working with Google Workspace, databases, and student information systems.
Experience with SIS platforms and related tools (e.g., Veracross, Blackbaud, Google Classroom, Magnus Health, Class Creator, PickAtime, ERB, BrightArrow, Excel) is preferred.
Commitment to supporting a positive, inclusive, and community-centered school environment.

Responsibilities

Provide administrative support to the Lower and Upper School Division Heads, including calendar management, meeting scheduling, agenda preparation, and regular check-ins.
Serve as the primary administrator and subject-matter expert for the school’s Student Information System (Veracross), supporting faculty, staff, and families and leading training during and after the system transition.
Maintain accurate and confidential student records, including enrollment status, demographic data, grades, transcripts, standardized testing data, awards, and contact information.
Manage student enrollment, transfers, withdrawals, and record requests, including support for high school admissions processes.
Program, manage, and oversee grading, reporting, and transcript processes on a trimester basis.
Assist with the collection, review, and preparation of report cards in collaboration with Division Heads and faculty, including editorial review of faculty comments for accuracy, clarity, grammar, and consistency.
Support faculty and staff in the effective use of the SIS, academic portals, and other organizational systems.
Process divisional budgets and related financial paperwork in collaboration with school leadership.
Collaborate with stakeholders across the school to coordinate meetings, events, and school-wide initiatives.
Partnering with other offices to support end-to-end coordination and execution of major school events, including slide preparation, technology setup, virtual hosting, wayfinding, materials production, and post-event communications. Events can include Parent Coffees, Parent Nights, Picture Day, standardized testing communications, and parent-teacher conferences.
Communicate effectively with teachers, students, families, staff, and outside vendors, serving as a key point of contact across the community.
Co-manage student health information systems and ensure compliance with state immunization requirements.
Partner with school leadership to leverage data and generate reports or exports that support informed decision-making.
Provide general office and administrative support in collaboration with other departments/teams as needed.
Coordinate guest teacher coverage, including scheduling, access to instructional materials, technology setup, and day-of support.
Coordinating logistics for trustee and board divisional visits, including scheduling, materials preparation, catering, and on-site support.
Manage ordering and inventory of instructional materials, textbooks, licenses, and divisional supplies in alignment with budget parameters.