EC/LS Administrative Office Assistant

Canterbury School; Fort Wayne (IN); On-site; USD 32,000 - 42,000; Full time

Job summary

Canterbury School in Fort Wayne, Indiana, is seeking an EC/LS Office Assistant to support the Division Director and faculty for ages 2–4. The role includes front-office duties, calendar management, communications, attendance, admissions coordination, and event support.

The position emphasizes discretion, organization, and a collaborative approach to maintain a welcoming and efficient division environment, with potential for occasional extended hours for campus events.

Qualifications

• 2-3 years of administrative experience desired in a school or educational setting.
• Strong organizational, clerical, interpersonal, and communication skills.
• Proficiency in Microsoft Office Suite, Google Workspace, and data management systems (Blackbaud, Finalsite, Event Manager, Magnus Health, Ramp) or similar platforms.
• Ability to work in a fast-paced environment with flexibility, grace and accuracy.
• Demonstrated discretion, confidentiality, and professionalism.
• Commitment to teamwork, inclusion, and supporting a joyful school culture.
• Occasional extended hours for events and activities.
• Ability to lift up to 33 pounds and move around campus.

Responsibilities

• Serve as the primary point of contact for the Divisional Office: greeting students, families, and visitors; answering phones; managing daily office operations.
• Meet weekly with the divisional administrative team to discuss needs.
• Provide support to the Division Director, EC and LS faculty, staff, families, and students for smooth division operations.
• Manage EC and LS calendars (field trips, visits, chapels, meetings).
• Maintain EC/LS rosters and birthday lists; ensure forms in Magnus Health are completed.
• Coordinate logistics for EC/LS Parent Association activities and communications.
• Prepare and distribute daily communications and reminders; manage announcements.
• Maintain safety and cleanliness of front office and shared spaces.

Skills

Administrative experience

Organizational skills

Communication skills

Microsoft Office

Google Workspace

Discretion

Teamwork

Flexibility

Physical stamina

Tools

Blackbaud

Finalsite

Event Manager

Magnus Health

Ramp

Job description

Position: Early Childhood/Lower School (EC/LS) Office Assistant

Employment: Monday to Friday 7.30am - 4.30pm

Start Date: As soon as possible

School Overview

Canterbury School is an ISACS-accredited, independent day school in Fort Wayne, Indiana, dedicated to the intellectual and personal development of students from Age 2 to Grade 12. Our faculty and staff work together to ensure that the School lives up to its mission to ”maximize the potential of young people by providing a challenging, enriching, and supportive learning environment in which students build the foundation for a life of purpose, passion and meaning.”

Position Summary

The EC/LS Office Assistant plays a vital role in the efficient operation of the Division (Age 2 - Grade 4). This individual provides administrative support to the Division Director, faculty, and staff and assists with the overall operations of the division. The ideal candidate is detail-oriented, proactive, and capable of handling sensitive information with professionalism and discretion.

Responsibilities

Administrative

• Serve as the primary point of contact for the Divisional Office: greeting students; welcoming and supporting the sign in/out of families and visitors; answering phones; responding to general inquiries; and managing daily office operations
• Meet weekly with the divisional administrative team to discuss administrative and campus needs
• Provide support to the Division Director, EC and LS faculty, staff, families, and students to ensure the smooth operation of the division, especially in communications, follow through, and knowledge
• Manage EC and LS calendars (e.g., field trips, visitations, chapels, meetings)
• Maintain EC and LS group lists, EC/LS birthday list, and EC/LS rosters
• Ensure EC and LS families complete all health-related forms in Magnus Health Management System prior to the start of school, in coordination with the school nurse
• Provide logistical support for EC/LS Parent Association members, including EC and LS Parent Representatives, EC-Grade 4 Room Parents; and Friends of Faculty
• Prepare and distribute daily communications, parent reminders, faculty/staff notices, and intercom announcements, as needed
• Ensure the front office and other shared spaces are safe, clean, organized, stocked, and aesthetically pleasing e.g., Supply Closets, Basement, Kitchens, Workroom, Faculty Lounge, Lost and Found, Commons, and Conference Room
• Document absences, late arrivals, and/or early dismissals in database per student handbook
• Run attendance reports, as requested
• Meet weekly with the Dean of Students to discuss specific attendance issues

Student Records & Report Cards

• Create and maintain accurate hardcopy records and digital files for all students, including: report cards, assessments, testing information, and support plans
• Print and file hardcopy student report cards, and make digital copies accessible to families in the student information system
• Respond to all student records requests from external institutions within 3 days of receipt
  • Coordinate release of information with the Business Office
• Archive hardcopy and digital student files each year, following retention policies

Admissions and Enrollment

• Forward all admissions requests to the appropriate Admissions Office contact
• In coordination with the admission office process, coordinate, and communicate mid-year admits to division faculty and staff
• Assist faculty and the Division Director with the creation and maintenance of class lists
• Enroll students in grade level, classroom, and specials courses via database

Carpool

• Assign and manage carpool numbers for all students in Early Childhood, Lower School, and Middle School
• Enter carpool data into the school information system
• Staff Door #1 during AM carpool if Division Director is unavailable and/or find substitute coverage
• Assist LS Rep with AM carpool parent volunteer schedule, and substitutes, as needed
• Provide support to carpool staff and volunteers, as needed

Events

• Manage event and class reservations using the school's event management system, including booking spaces and providing on-site support for EC/LS faculty, staff, and parent volunteers as needed
• Ensure parking and security calendar is accurate and confirmed for all events
• Assist with the scheduling, setup, and execution of division-led events (e.g., Summer Playdates, Orientation, Rising K–Grade 4 Information Nights), coordinating with other divisional offices, departments, faculty, and maintenance teams as needed
• Assist with the setup and execution of cross divisional events (e.g., Thanksgiving Feast, K-12 Convocation)
• Modify and manage schedules and logistics for parent-teacher conferences

Facilities and Security

• Actively monitor visitors coming in and out through the front door
• Recognize and act upon situations that impair the safety and security of the school and its constituents. Report issues to the school indoor and outdoor maintenance teams and Division Director as needed
• Help conduct and enforce safety and security standards, including regular drills (e.g., fire, tornado, evacuation, lockdown). Document observations and suggestions for improvement, and take appropriate action to enhance preparedness and compliance
• Collaborate with the School Nurse on a monthly basis to ensure the red safety backpacks for faculty and the Division Director are in good condition, stocked with working supplies, up-to-date class lists, carpool numbers, and current information.
• Serve as a member of the crisis management team, ensuring all training is up-to-date and procedures are documented and followed
• Annually update class phone lists with teacher name and extension
• Accept and record any deposits received, document, and send to Business Office and/or School Food Service

Personnel and Classroom Support

• Track faculty and staff absences and crossover teacher conflicts, and arrange internal cover and/or substitute teacher coverage for unplanned absences.
• Cover in classrooms and/or assist with recess and lunch duties, if needed
• Supervise students in the office and/or in the classroom, if Administration or School Counselors are unavailable
• Provide basic care for minor student medical needs (e.g., small cuts, bumps), and arrange for students to be taken to the School Nurse for further evaluation or treatment when necessary

Technology

• Utilize the student information system to:
  • Enroll students in classes and advisories
  • Update attendance daily
  • Run attendance reports, as requested by the Division Director and/or Dean of Students
  • Set up school year dates, and access for quarterly report cards
  • Print Student Contact Information reports for all EC and LS classrooms
• Utilize health management software to print emergency contact information cards for all students and distribute to appropriate personnel
• Receive training from the IT Department to be able to assist in the maintenance and use of microphones, TVs, sound equipment, projectors, and screen sharing as needed.
• Report technology issues to the IT Team, including, but not limited to: copier, computer, and camera issues, and arrange for office equipment maintenance

Transportation

• Maintain accurate rosters of K-Grade 4 student bus riders and communicate any changes to respective faculty/staff
• Reserve charter buses as needed

Qualifications

Qualifications

• 2-3 years of administrative experience desired, preferably in a school or educational setting.
• Strong organizational, clerical, interpersonal, and communication skills, and a solid aptitude for basic mathematics
• Proficiency in Microsoft Office Suite, Google Workspace, and data management systems (e.g., Blackbaud, Finalsite, Event Manager, Magnus Health, Ramp) or similar platforms
• Ability to work in a fast-paced environment with flexibility, grace and accuracy
• Demonstrated discretion, confidentiality, and professionalism
• A commitment to teamwork, inclusion, developing one’s own cultural competency, celebrating the diversity of our school community, and ensuring everyone belongs
• Flexibility to extend work hours on an occasional basis for evening and weekend events
• Ability to lift up to 33 pounds and move around campus as needed
• A collaborative, service-minded attitude with a genuine interest in supporting the education and care of young students, welcoming families, and fostering a joyful school culture