TEACHER AIDE MSD - High School Administrative Assistant

Educational Svc.•Frederick, MD

1d•Onsite

About The Position

Maryland School for the Deaf (MSD) is a diverse, bilingual community that, in partnership with families, provides an equitable and exemplary education in a nurturing, engaging, and challenging environment to ensure students achieve personal excellence and become lifelong learners. MSD is looking for dedicated individuals to join in the education of children at MSD. This is an 11-month school year position located at the Frederick Campus.

Requirements

High school diploma or equivalent (GED) required.
Two years of experience performing office, secretarial, or clerical work involving typing duties.
Fluency in English and American Sign Language (ASL) required.
Strong English written communication, proofreading, and organizational skills.
Proficiency with technology and common office applications, including word processing, spreadsheets, email, electronic records, and online administrative systems.
Knowledge and understanding of Deaf culture and the Deaf community.
Ability to organize and prioritize multiple tasks, maintain accurate records, and meet established deadlines.
Ability to communicate professionally and effectively with students, families, staff, administrators, and the public.
Ability to handle confidential and sensitive student and personnel information with discretion.

Nice To Haves

Experience providing clerical or administrative support in a school or educational setting.
Experience directly supporting a school administrator, principal, department, or similarly fast-paced office environment.
Experience using PowerSchool and ReadySub, or comparable student information and substitute management systems.
Demonstrated ability to quickly learn, adapt to, and effectively use new technology platforms, software, and administrative systems.
Bachelor’s degree from an accredited college or university preferred.

Responsibilities

Provide clerical and administrative support necessary for the efficient day-to-day operation of the High School program under the direction of the High School Principal and High School Operations Manager.
Prepare, organize, maintain, and update school administrative documents, correspondence, spreadsheets, forms, records, and tracking systems, including maintenance and housekeeping requests, interpreter requests, field trip requests, purchase orders, class schedules, student and staff rosters, IEP accommodations/supplementary aids reference charts, student attendance records, staff timesheets and attendance trackers, substitute coverage trackers, and meeting notes.
Draft, format, proofread, distribute, and maintain correspondence, forms, reports, notices, and other written communications for the High School Principal and High School team.
Answer and appropriately route High School office telephone calls, emails, messages, and other communications in a professional and timely manner.
Facilitate effective communication among the High School administration, staff, students, families, and other departments.
Receive and communicate information from parents/guardians regarding student absences, concerns, appointments, transportation changes, and other student or departmental needs, and refer matters requiring administrative attention to the appropriate staff member or administrator.
Provide timely reminders and follow-up communication to High School staff regarding deadlines, required documentation, meetings, schedules, coverage needs, and other operational matters as directed by the High School Principal.
Coordinate and maintain the High School Principal and High School Operations Manager's calendars and assist with scheduling appointments, meetings, conferences, and other activities involving High School staff, students, families, and outside participants.
Assist with the coordination and logistical preparation of High School and school-wide activities, meetings, programs, and events, including room reservations, interpreter requests, preparation and distribution of materials, ordering supplies/items, and other logistical arrangements.
Maintain and monitor inventories of High School classroom and office supplies, instructional materials, classroom furniture/equipment, supply room materials, keys, and other assigned school property, and coordinate requests for replacement, repair, relocation, or replenishment as needed.
Assist the High School Principal with student attendance procedures, including maintaining attendance records, receiving absence information from families, following up on attendance documentation, and communicating attendance-related information to appropriate staff.
Assist with staff attendance and timekeeping processes by maintaining accurate staff attendance and timesheet records, monitoring required submissions, and following up with staff regarding missing or incomplete documentation.
Coordinate instructional staff coverage by reviewing ReadySub submissions, monitoring daily staffing needs, following up on incomplete or outstanding requests, communicating coverage assignments, and processing/approving requests as directed or authorized by the High School Principal.
Provide clerical and logistical support to High School meetings, including preparing materials, maintaining agendas and attendance records when requested, taking and distributing meeting notes, and assisting with follow-up documentation.
Collaborate with the Main Office and other school departments to assist with lunch duty, student transportation communication and coordination, student arrival/dismissal needs, and other daily operational responsibilities as assigned.
Assist with maintaining an organized, welcoming, and functional High School environment, including preparing bulletin boards and displays and assisting with the organization or relocation of classroom and office materials and equipment.
Maintain confidentiality of student, family, personnel, and school information and records in accordance with applicable laws, regulations, policies, and Maryland School for the Deaf procedures.
Perform other clerical, administrative, and operational duties as assigned by the High School Principal.