Academic Administrative Assistant

At TMI Episcopal, you don’t just work at a school—you join a vibrant community that feels like family. Every day, you’ll be surrounded by passionate educators, curious students, and supportive colleagues who share a commitment to excellence, growth, and purpose. Enjoy the perks that make our campus special: a beautiful hilltop setting overlooking San Antonio, amazing free lunches, and the chance to take part in spirited traditions and community events that bring our students, faculty, and families together. From pep rallies and chapel services to milestone celebrations and campus-wide gatherings, life at TMI is full of connection, energy, and joy. Come be part of a place where your work truly matters—and where every day reminds you why you love what you do.

JOB DESCRIPTION

Position Title : Academic Administrative Assistant Position Type: Full-time Classification : Hourly Reports To : Associate Head of School Job Summary The Academic Administrative Assistant provides high-level administrative and organizational support to the Associate Head and the Division Heads and plays an important role in the effective day-to-day operation of the academic division. This position requires exceptional organization, attention to detail, discretion, initiative, and the ability to manage multiple priorities in a fast-paced school environment. The successful candidate will be a proactive and service-oriented professional who anticipates needs, communicates effectively with students, families, faculty, and staff, and handles sensitive and confidential information with sound judgment and professionalism. Administrative & Executive Support Provide comprehensive administrative support to the Associate Head and the Upper and Middle School Division Heads, including calendar management, scheduling, meeting coordination, correspondence, and preparation of materials. Anticipate upcoming deadlines, meetings, events, and administrative needs and assist the Associate Head and Division Heads in maintaining priorities and follow-through. Prepare agendas, presentations, reports, correspondence, spreadsheets, charts, graphs, and other materials as needed. Assist with special projects, research, data collection, and preparation of information for academic leadership. Maintain organized electronic and physical files and ensure records and documentation are accurate and readily accessible. Academic Division Support Support the daily administrative needs of the academic division and serve as a resource for faculty, students, and families. Assist with the coordination of academic meetings, faculty events, parent meetings, student programs, and other division activities. Support academic processes, calendars, deadlines, and communications throughout the school year. Coordinate logistics and materials for meetings, events, and programs, including scheduling, facilities, technology, communications, supplies, and other operational needs. Assist with purchasing, gathering, and picking up supplies and materials for School-sponsored events, programs, meetings, and activities as needed. Provide additional administrative and logistical support for academic leadership initiatives and programs as assigned. Student Life & Auxiliary Program Support Collaborate with the Director of Auxiliary Programs to provide administrative and logistical support for student life experiences, special events, and summer programming. Assist with the coordination and execution of student activities and experiences, including scheduling, registrations, communications, supplies, facilities, transportation, and other program needs. Support Summer at TMI and other auxiliary programs with administrative functions such as program preparation, participant information, materials, communications, and event logistics. Provide on-site support for student and summer events as needed, demonstrating flexibility and a willingness to assist with the practical details necessary for successful programs. Work collaboratively across departments to ensure student experiences and programs are well-organized, welcoming, and professionally executed. Communication & Community Relations Serve as a welcoming and professional point of contact for students, parents, faculty, staff, and visitors. Draft and distribute communications on behalf of the Associate Head and the Division Heads as appropriate. Respond to inquiries professionally and promptly while exercising good judgment regarding matters requiring escalation to the Division Heads. Develop positive and collaborative relationships across the School community. Organization, Confidentiality & Professional Judgment Manage multiple assignments simultaneously, appropriately prioritizing work based on urgency, importance, and established deadlines. Handle confidential student, family, personnel, and School information with the highest level of discretion and professionalism. Exercise sound judgment and initiative in addressing routine matters independently while recognizing when issues require the attention of the Associate Head and the Division Heads. Maintain a high degree of accuracy and attention to detail in all work. Other duties as assigned by the Division Heads. Education Bachelor's degree preferred; equivalent combination of education and relevant administrative experience will be considered. Experience Prior administrative or executive support experience, preferably within an educational or professional environment. Skills Exceptional organizational and time-management skills with demonstrated ability to multitask, prioritize assignments, and meet deadlines. Excellent written and verbal communication skills. Strong interpersonal skills and a warm, professional, service-oriented approach. Demonstrated understanding of confidentiality and the ability to exercise discretion and sound judgment. Proficiency with Google Workspace and/or Microsoft Office applications, including Word/Docs, Excel/Sheets, PowerPoint/Slides, email, calendars, and shared file systems. Demonstrated ability to create professional presentations, spreadsheets, charts, graphs, reports, and other visual materials. Ability to learn and effectively utilize School information systems and other technology platforms. Strong attention to detail and commitment to producing accurate, professional work. Ability to work independently, take initiative, anticipate needs, and adapt to changing priorities. Working Conditions Standard office atmosphere located inside a building with no hazardous or significantly unpleasant conditions. May be exposed to outdoor elements while supporting school events. #J-18808-Ljbffr Tmi Sa