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ADMINISTRATIVE ASSISTANT – MIDDLE SCHOOL

Santa Fe South West Middle School | Santa Fe South Charter Schools

Oklahoma City, OK | 210-Day Contract

About Santa Fe South Charter Schools

Santa Fe South Charter Schools (SFS) is a free, public charter network that has served the south side of Oklahoma City for more than 20 years. Rooted in the communities we serve, SFS is committed to providing a challenging, student-centered education that prepares students to thrive academically, socially, and emotionally.

Guided by a belief in the potential of every student, Santa Fe South emphasizes strong instruction, meaningful relationships, and the development of life skills, self-confidence, and social responsibility. Our schools work in close partnership with families to ensure students are equipped to succeed in high school, college, careers, and an ever-changing global society.

About West Middle School

Santa Fe South West Middle School opened its doors in the 2023–2024 school year and is a growing, intentionally designed campus built to serve alongside the southwest Oklahoma City community. As a young school, West MS is in an exciting stage of development—establishing its identity, systems, and traditions while maintaining a relentless focus on student growth and achievement.

West MS is driven by a deep love for kids and a commitment to excellence. Our team believes in high expectations, strong relationships, grit, and resilience, with student growth at the center of our work. Staff members at West have the unique opportunity to help shape the culture, systems, and traditions of a growing middle school while working alongside a collaborative team committed to doing what is best for students.

Position Summary

The Administrative Assistant serves as a primary operational anchor and welcoming presence for SFS West Middle School, supporting daily campus administration, school communications, and financial workflows. As one of the first people students, families, and visitors encounter, the Administrative Assistant plays a vital role in creating an organized, efficient, and warm school environment.

This position provides direct clerical and operational support to the Building Principal, manages main office communications, oversees purchasing requisitions, and assists with campus event logistics and school scheduling. Working closely with school leadership, teachers, and families, the Administrative Assistant helps ensure smooth daily office operations while delivering exceptional customer service to the entire West Middle School community.

The ideal candidate is highly organized, proactive, bilingual, and skilled at balancing administrative tasks, financial tracking, and front-desk customer service in a fast-paced school setting.

Key Responsibilities

Office Operations & Front-Desk Customer Service

• Serve as the primary point of contact for students, families, staff, and visitors entering the building, providing a warm, welcoming, and professional atmosphere.
• Answer multi-line telephones, answer routine inquiries, and route calls or messages to appropriate personnel in a timely manner.
• Greet visitors, ensure proper check-in procedures, and direct individuals to appropriate campus locations.
• Open, sort, and distribute interoffice mail, regular mail, and deliveries across campus departments.
• Compose, format, and type general and confidential correspondence, reports, memorandums, forms, and parent notifications (including managing bulk mail postage).

Operational, Financial & Logistics Support

• Prepare, process, and enter purchase requisitions and purchase orders within district procedures.
• Receive, inspect, and verify shipment deliveries against purchase orders and packing slips.
• Maintain and update the main school master calendar; coordinate scheduling for assemblies, programs, and facility use to prevent activity conflicts.
• Maintain building use reports and assist in monitoring campus scheduling logistics.
• Assist in the preparation, updating, and distribution of the building Crisis Response Manual and staff emergency phone lists.

Campus Events & Academic Support

• Assist school leadership in preparing materials for Teacher Orientation, Teacher Handbooks, and ongoing staff logistics.
• Provide logistical and administrative support for campus-wide events, including Student Registration, Parent Orientation, and Parent/Teacher Conferences.
• Maintain the supervisor’s calendar and assist school leadership with meeting coordination as requested.

Family & Team Communication

• Facilitate clear and efficient communication between school administration, teachers, staff, and parents.
• Build positive, professional relationships with families while maintaining strict confidentiality regarding student and administrative information.
• Participate in staff meetings, professional learning opportunities, and campus-wide initiatives as needed.
• Perform additional operational duties and administrative tasks as assigned by the Building Principal or designated supervisor.

Qualifications

Minimum Qualifications

• High school diploma or GED equivalent.
• Bilingual proficiency in English and Spanish (required for effective daily communication with families and staff).
• Strong computer proficiency, including standard office applications, spreadsheets, and database entry.
• Effective interpersonal and organizational skills with exceptional attention to detail.
• Demonstrated ability to manage confidential administrative information with sound judgment and discretion.
• Physical ability to occasionally lift up to 40 pounds to shoulder height (for deliveries and office supply handling).

Preferred Qualifications

• Previous experience in school office administration, secretarial roles, or customer service environments.
• Associate's degree or higher in business administration, office management, education, or a related field.
• Experience with school purchasing workflows, purchase orders, and vendor requisition systems.
• Experience utilizing Google Workspace or Microsoft Office tools for document creation, calendar management, and communication.

Knowledge, Skills & Abilities

• Exceptional customer service demeanor with a warm, professional, and helpful attitude.
• Clear written and verbal communication skills in both English and Spanish.
• Strong organizational, multi-tasking, and time-management skills to balance competing priorities in a busy middle school office.
• High degree of accuracy in clerical task execution, typing, and record-keeping.
• Ability to work collaboratively with teachers, administrators, families, and community partners.
• Calm, flexible, and solution-oriented approach when navigating a fast-paced environment.

Why Join West Middle School & Santa Fe South?

• Help shape a growing school: West MS is actively building its traditions, systems, and identity, offering team members the opportunity to make a lasting impact on campus culture.
• Be part of a student-centered community: Our work is grounded in high expectations, strong relationships, and a deep belief in the potential of every student.
• Work alongside a collaborative team: West staff members share responsibility for creating strong operational systems and an excellent experience for students and families.
• Grow professionally: Santa Fe South invests in professional learning, feedback, and opportunities for employees to continue developing their administrative skills.
• Make a meaningful impact: The Administrative Assistant serves as a key pillar of campus operations, ensuring staff, students, and families have the support they need every day.
• Competitive compensation and benefits: Santa Fe South offers a comprehensive benefits package and competitive compensation for full-time employees.