Part-time Upper School Administrative Assistant

Westtown School; West Chester (Chester County); On-site; USD 26,000 - 34,000; Part time

Job summary

Westtown School is seeking a part-time Upper School Administrative Assistant to join the Upper School Office team, starting in late August. The ideal candidate will bring strong interpersonal skills, tech fluency, and a collaborative mindset to support students, families, and staff in a diverse community.

The role supports attendance, communications, event coordination, and daily operations, reporting to the Upper School Principal.

Qualifications

• Bachelor's degree preferred.
• 3+ years administrative/office experience with customer service focus; school experience preferred.
• Excellent interpersonal, written, and verbal communication skills.
• Proficient in Microsoft Office and Google Suite; able to learn Blackbaud.
• Strong confidentiality and problem-solving skills.
• Detail-oriented with multi-tasking in fast-paced environment.
• Willingness to support evenings or weekends for events.
• Commitment to inclusive school community and Quaker values.

Responsibilities

• Maintain attendance records using school databases (Senior Systems, Polaris, REACH).
• Communicate with families about student absences promptly and professionally.
• Greet visitors, answer phones, and handle general inquiries.
• Provide administrative support to the Upper School Principal and administrators.
• Collaborate with Senior Administrative Assistant to maintain an efficient office environment.
• Support students with a caring, professional presence and appropriate boundaries.
• Coordinate Upper School events, meetings, and daily operations as needed.
• Maintain and update divisional communication boards.
• Collaborate with Residential Life for weekend programming and residence initiatives.
• Maintain student files.
• Support weekly Upper School communications including newsletters and the Just the Facts.

Skills

Administrative experience

Customer service

Microsoft Office

Google Suite

Communication skills

Education

Bachelor's degree

Tools

Blackbaud

Job description

Part‑time Upper School Administrative Assistant

Westtown School seeks an experienced and collaborative Administrative Assistant to join the Upper School Office team in a part‑time role beginning in late August. The ideal candidate brings exceptional interpersonal communication skills, strong technological fluency, and a genuine ability to build meaningful connections with students, families, and colleagues across an intentionally diverse community. Candidates should have at least three years of experience in an administrative or similar role, along with a willingness to learn, adapt, and contribute positively to a busy, collaborative office environment.

Reporting to the Upper School Principal, the Administrative Assistant provides essential support to the Principal, Senior Administrative Assistant, Dean of Students, Dean of Academics, and other Upper School administrators. This role serves as the afternoon attendance coordinator, managing daily student attendance processes and maintaining clear, timely communication with families, faculty, and administrators. The successful candidate will demonstrate sound judgment, strong organizational skills, and a proactive, solutions‑oriented approach to their work.

This is a part‑time, 10‑month academic year position, averaging 28‑30 hours per week. Typical hours during the academic year are Monday through Friday, 12:00 p.m. to 6:00 p.m., with occasional additional hours required at the beginning and end of the school year and for special events.

Westtown School is an independent, Quaker, Pre‑K–12 college‑preparatory day and boarding school located in West Chester, Pennsylvania, approximately 30 miles from Philadelphia. Set on a beautiful 600‑acre campus, Westtown is home to a dedicated community of educators and staff committed to inspiring and preparing students to be thoughtful stewards and leaders of a better world.

Essential Responsibilities

• Maintain accurate daily attendance records for Upper School day and boarding students using school databases, including Senior Systems, Polaris, and REACH;
• Communicate promptly and professionally with families regarding student absences;
• Serve as a welcoming first point of contact for visitors, phone calls, and general inquiries;
• Provide administrative and clerical support to the Upper School Principal and other Upper School administrators;
• Partner with the Senior Administrative Assistant to foster a warm, efficient, and responsive Upper School office environment;
• Provide students with a supportive and responsive presence, actively listening to their perspectives and concerns while maintaining appropriate professional boundaries and exercising sound judgment;
• Assist with the coordination, scheduling, and communication of Upper School events, meetings, and daily operations as needed;
• Manage and update divisional communication boards;
• Collaborate with the Director of Residential Life to support weekend programming and residential initiatives;
• Maintain student files;
• Support weekly communications from the Upper School Office, including the Upper School faculty newsletter and divisional “Just the Facts”;
• Perform additional duties as assigned.

Qualifications

• A bachelor’s degree is preferred
• Three or more years of relevant experience as an administrative assistant or similar position with a customer service focus; prior school experience is preferred
• Excellent interpersonal, written, and verbal communication skills, including the ability to communicate effectively with school administrators, colleagues, students, parents, alumnae, volunteers, and other school constituents
• Demonstrated experience and proficiency with all Microsoft Office products and Google Suite; ability to gain proficiency in Blackbaud
• An open and honest communication style with a courteous and calm approach to all interpersonal interactions
• A hands‑on, innovative, and all‑in approach to problem‑solving with a high degree of confidentiality is a must
• Great attention to detail with the ability to prioritize and manage multiple tasks effectively and efficiently in a fast‑paced environment with inherent interruptions
• A desire to grow and learn through on‑the‑job experiences, with a willingness to accept constructive feedback
• Must enjoy working with students and embrace the challenges and joys of working in an independent school office; a sense of humor is a plus!
• Flexibility to work an occasional night or weekend in support of critical school events
• A deep commitment to enhancing an inclusive school community, for children and adults, based on cultural competence, commitment to social justice, and respect for all voices
• Strong affinity for the mission of Westtown School and the school’s Quaker values.