Alexandria, Virginia
Washington, D.C.
Oakton, Virginia
Posted: 13-Apr-26
Location: Bethesda, Maryland
Type: Full Time
Salary: $30.00 to $40.00 per hour
Categories:
Salary Details:
The Woods Academy in Bethesda, Maryland, is seeking an experienced Administrative Assistant & Registrar. The Woods Academy serves approximately 300 students in the Washington DC Metropolitan area, including Montgomery County, Maryland, Northern Virginia, and the District of Columbia. The Woods Academy is a Catholic community that nurtures the whole child through academic excellence, spiritual enrichment, and character development. The school provides a comprehensive education for children from age three to Grade 8 with strong academics, a daily world language program, hands-on technology instruction, project-based learning, and a well-rounded arts program, all conducted in a small classroom setting.
Job Summary
The Administrative Assistant & Registrar is a vital presence in the school’s front office, serving as the first point of contact for students, parents, faculty, and visitors. This dual-role position requires a warm, professional demeanor to manage daily administrative logistics, combined with the rigorous attention to detail required to manage the school’s academic records. The ideal candidate is a highly organized, tech-savvy professional who can maintain strict confidentiality and navigate the fast-paced environment of an early childhood and middle school setting with grace.
The Administrative Assistant & Registrar is a full-time, 12-month position. An ideal candidate for this job cares deeply about working with people, especially children aged 3-14, and demonstrates a strong passion for organization, planning, and helping others. This job requires a positive outlook, a can-do attitude, patience, empathy, flexibility, initiative, and a commitment to teamwork.
Core Responsibilities
- Registrar & Student Records Management
- Student Information System (SIS): Serve as the primary manager of the school’s database: FACTS SIS. Ensure all student, family, and faculty data is accurate and up-to-date.
- Enrollment & Re-enrollment: Partner with the Admissions Office to create official academic files for incoming students.
- Academic Records & Transcripts: Manage the preparation, distribution, and archiving of report cards and progress reports. Process transcript requests for graduating 8th graders transitioning to high school or students transferring to other institutions.
- Attendance Tracking: Monitor daily attendance, tardies, and early dismissals. Reconcile daily attendance reports and communicate with parents regarding unexcused absences.
- Front Office Administration & Reception
- First Impressions: Greet and welcome students, parents, and visitors. Maintain a secure, tidy, and welcoming front office environment.
- Visitor Management: Enforce campus security protocols by managing the visitor sign-in/sign-out system and issuing visitor badges.
- Communications: Answer and route incoming phone calls. Manage the main school email inbox, responding to general inquiries or forwarding them to the appropriate faculty/staff member.
- Logistics & Daily Operations: Manage the daily distribution of mail and packages. Oversee the school-wide intercom/PA system for daily announcements or emergencies.
- Faculty & Parent Support
- Parent Relations: Serve as a knowledgeable resource for parents regarding school calendars, events, carpool logistics, and uniform policies.
- Faculty Assistance: Assist teachers with field trip logistics, ordering classroom supplies, and troubleshooting basic office equipment (copiers, laminators).
- Event Support: Assist with the logistical planning and execution of school-wide events, such as Back-to-School Night, graduation ceremonies, and parent-teacher conferences.
- Other Duties
- The Administrative Assistant & Registrar is an essential member of our front office team and helps manage the daily operations related to attendance, building entry, communication, and emergency preparedness.
- Additionally, the Administrative Assistant & Registrar serves as a member of the Onsite Emergency Management Team (OSET).
- Support the school nurse with medicine/form collection or other medical triage and documentation as needed.
- Assist with special projects, maintain checks received log, and other administrative duties as assigned.
Qualifications
- Education: Associate’s or Bachelor’s degree preferred; high school diploma or equivalent required.
- Experience: 3+ years of administrative, registrar, or data management experience, preferably within an educational or independent school setting.
- Database Proficiency: Hands-on experience with Student Information Systems (SIS) and high proficiency in Microsoft Office Suite and Google Workspace (Docs, Sheets, Drive).
Key Skills & Competencies
- Confidentiality & Discretion: Exercise sound judgment and use discretion and professionalism in maintaining confidentiality and handling sensitive student, family, and personnel information.
- Exceptional Organization: Ability to manage complex data entry tasks with a high degree of accuracy and attention to detail.
- Multitasking: Capacity to pivot seamlessly between deep-focus data work and frequent interruptions from a busy front desk.
- Communication: Excellent written and verbal communication skills, characterized by tact, empathy, and professionalism.
- Demeanor: A calm, positive, and unflappable presence, especially when dealing with young children, anxious parents, or unexpected schedule changes.
Salary and Benefits
The Woods Academy offers a competitive compensation and benefits package, including a comprehensive health insurance offering, generous 403(b) retirement contributions, vacation leave, and tuition remission benefits. The compensation for this non-exempt position ranges from $30.00 to $40.00 per hour, commensurate with experience.
The Woods Academy believes that each individual is entitled to equal employment opportunity without regard to race, color, religion, gender, ancestry, national origin, disability, marital status, age, sexual orientation, medical condition, genetic information, or any other characteristic protected under federal, state, and local discrimination laws.
Qualifications
- Education: Associate’s or Bachelor’s degree preferred; high school diploma or equivalent required.
- Experience: 3+ years of administrative, registrar, or data management experience, preferably within an educational or independent school setting.
- Database Proficiency: Hands-on experience with Student Information Systems (SIS) and high proficiency in Microsoft Office Suite and Google Workspace (Docs, Sheets, Drive).
