Administrative Assistant, Health & Wellness Center

Thayer Academy; Braintree (MA); On-site; USD 36,000 - 40,000; Full time

Job summary

Thayer Academy is seeking an Administrative Assistant for the Health & Wellness Center to support the Director of Counseling and the Upper School Nurse. This nine-month, full-time position is in-person when school is in session.

You will manage calendars, greet students and families, handle inquiries, and assist with events and documentation. The role emphasizes confidential records, coordinated scheduling, and cross-team collaboration to keep health, counseling, academic support, and wellness

Qualifications

• Minimum of one year of administrative or office support experience.
• Proficiency with Google Workspace and Microsoft Office.
• Comfort learning new scheduling software.
• Strong written and verbal communication skills.
• Bachelor’s degree preferred or equivalent combination of education and experience.

Responsibilities

• Reception & Center Experience: Greet students, families, staff, and visitors in a welcoming, professional manner.
• Inquiry Management: Respond to calls, emails, and walk-ins with empathy and direct to proper resources.
• Student Navigation: Help students access services and scheduling with nurses or counselors.
• Executive & Operational Support: Manage the Director’s calendar and daily priorities.
• Event & Meeting Logistics: Coordinate rooms, schedules, and materials for events and meetings.
• Records Management & Confidentiality: Maintain student records with strict privacy controls.

Skills

Strong communication

Calendar management

Customer service

Education

Bachelor’s degree preferred

Tools

Google Workspace

Microsoft Office

Blackbaud

Job description

Administrative Assistant, Health & Wellness CenterPosition OverviewThe Administrative Assistant provides dedicated administrative support to the Director of Counseling and Psychological Services and the Upper School Nurse and coordinates the daily operations of the Health & Wellness Center. As the primary point of contact, this individual plays a vital role in creating a welcoming, supportive environment for students and families while managing the workflows that keep our health, counseling, academic support, and wellness programs running smoothly. This professional reports to both the Upper School Nurse and the Director of Counseling.Full-time, hourly, nine-month position (in-person when school is in session, September through May).What you’ll do:Reception & Center ExperienceFirst Point of Contact: Greet students, families, faculty, and visitors, establishing a warm, inclusive, and professional atmosphere at the Center.Inquiry Management: Respond to phone calls, emails, and walk-ins with empathy and discretion, directing individuals to the right resources or staff members.Student Navigation: Help students understand available services and guide them through connecting with the nurse or counselors or the appointment-scheduling process.Executive & Operational SupportDirector Support: Manage the Director’s calendar, coordinate scheduling, and assist with correspondence and daily operational priorities.Event & Meeting Logistics: Coordinate rooms, schedules, and materials for student events, parent education programs, and faculty meetings.Communications & Documentation: Draft and organize departmental correspondence, agendas, presentations, and basic reports.Financial & Supply Coordination: Monitor office supply inventory, handle purchasing, and assist with basic budget tracking and expense processing.Team Collaboration: Provide administrative support to other Health & Wellness Center staff during peak times, keeping the Director’s priorities as the main focus.Records Management & ConfidentialityConfidential Record Keeping: Maintain student records and sensitive documentation in strict compliance with school policies and privacy standards.Workflow Organization: Establish and maintain clean electronic and physical filing systems to ensure forms and records are complete, accurate, and easily accessible to authorized staff.Process Improvement: Actively track recurring deadlines and proactively suggest updates to office procedures to improve daily efficiency.What we are looking for:RequiredExperience: A minimum of one year of administrative or office support experience.Technical Skills: Proficiency with Google Workspace (Docs, Sheets, Slides, Drive) and Microsoft Office. Comfort learning new database or scheduling software.Communication: Strong written and verbal communication skills; ability to draft clear, professional emails and coordinate schedules across multiple calendars.PreferredEducation: Bachelor’s degree preferred or an equivalent combination of education and experience.Technical Specialty: Proficiency with Blackbaud or other Student Information Systems (SIS) and database management.Background: Prior experience working in a school, clinical, or counseling environment is a strong plus.Compensation:Compensation: $26.00 - $29.00 per hour (commensurate with experience).Application Information:Please click here to complete an application and upload your resume, cover letter, and the names and contact information for three to five references, including two present or past supervisors.Equal Opportunity Act: Thayer Academy is an equal opportunity employer. The Academy complies with and adheres to all state and federal anti-discrimination laws with respect to its employment practices. Thayer Academy does not discriminate against any employee or applicant for employment on the basis of race, color, religion, gender, sexual orientation, gender identity and expression, national origin or ancestry, age, disability, or any other category protected under state or federal law. This policy extends to recruiting, hiring, compensation, benefits, assignment, working conditions, promotions, transfers, termination, re-employment, education, tuition assistance, employee treatment, and all other terms, conditions, and privileges of employment. All employment-related decisions are made on a nondiscriminatory basis so as to further the principle of equal employment opportunity.Americans with Disabilities Act: Thayer Academy complies with all aspects of the Americans with Disabilities Act (ADA) and state disability laws. This means that we will not discriminate against qualified individuals with a disability in any phase of the employment relationship, including application for employment, hiring, promotions, and/or advancement opportunities, termination, compensation, training, and any other conditions or privileges of employment.