Administrative Assistant to the Division Heads & Registrar

About Town School: Town School for Boys is a K-8 all-boys’ independent school located in San Francisco with approximately 415 students, of whom 50% come from self-identified families of color, and a faculty: student ratio of 1:6. Our diverse faculty and staff can be characterized by their warmth, collegiality, and dedication to our mission and values. At Town, learning is prized, love of school is essential, and boyhood is celebrated. For more information, please visit our Town Facts page, read about “Why a Boys’ School,” or learn about our community of belonging.

Position Description:
Town School for Boys seeks a full-time, 12-month Administrative Assistant to the Division Heads & Registrar to support the Lower and Upper School Division Heads and oversee the school’s student records and academic information systems. This role is essential to the daily operations of the divisions and the smooth functioning of the school’s academic infrastructure.

The ideal candidate is a highly organized, detail-oriented professional who is proactive, adaptable, and supportive of the school’s mission and vision. They are an excellent communicator and problem-solver who can manage multiple priorities, work both independently and collaboratively, and handle confidential information with discretion and integrity.

In this role, the Administrative Assistant supports divisional operations through scheduling, coordination, and communication, while collaborating with a broader administrative team on school-wide initiatives. As Registrar, this individual maintains accurate student records and serves as the primary administrator of the academic portal, supporting faculty and staff with grading, reporting, enrollment, and student data. They also serve as a key point of contact for families, assisting with records requests and navigation of the Inside Town parent portal, and work closely with the receptionist, admissions, communications, and senior leadership teams, including the Director of Secondary School counseling.

As the School transitions to a new Student Information System this spring, the Administrative Assistant & Registrar will play a lead role in supporting the implementation of Veracross.

This individual is expected to develop deep expertise in Veracross and serve as a primary resource for training and supporting faculty, staff, and families in its use.

The successful candidate is comfortable using Google Workspace and database systems, brings strong organizational and interpersonal skills, and contributes to a positive, inclusive school environment. An appreciation for children and an interest in being engaged in the life of the school are a plus.

Duties and Responsibilities of the Job Include:

• Provide administrative support to the Lower and Upper School Division Heads, including calendar management, meeting scheduling, agenda preparation, and regular check-ins.
• Serve as the primary administrator and subject-matter expert for the school’s Student Information System (Veracross), supporting faculty, staff, and families and leading training during and after the system transition.
• Maintain accurate and confidential student records, including enrollment status, demographic data, grades, transcripts, standardized testing data, awards, and contact information.
• Manage student enrollment, transfers, withdrawals, and record requests, including support for high school admissions processes.
• Program, manage, and oversee grading, reporting, and transcript processes on a trimester basis.
  Assist with the collection, review, and preparation of report cards in collaboration with Division Heads and faculty, including editorial review of faculty comments for accuracy, clarity, grammar, and consistency.
• Support faculty and staff in the effective use of the SIS, academic portals, and other organizational systems.
• Process divisional budgets and related financial paperwork in collaboration with school leadership.
• Collaborate with stakeholders across the school to coordinate meetings, events, and school-wide initiatives.
• Partnering with other offices to support end-to-end coordination and execution of major school events, including slide preparation, technology setup, virtual hosting, wayfinding, materials production, and post-event communications. Events can include Parent Coffees, Parent Nights, Picture Day, standardized testing communications, and parent-teacher conferences.
• Communicate effectively with teachers, students, families, staff, and outside vendors, serving as a key point of contact across the community.
• Co-manage student health information systems and ensure compliance with state immunization requirements.
• Partner with school leadership to leverage data and generate reports or exports that support informed decision-making.
• Provide general office and administrative support in collaboration with other departments/teams as needed. Coordinate guest teacher coverage, including scheduling, access to instructional materials, technology setup, and day-of support.
• Coordinating logistics for trustee and board divisional visits, including scheduling, materials preparation, catering, and on-site support.
• Manage ordering and inventory of instructional materials, textbooks, licenses, and divisional supplies in alignment with budget parameters.

Desired Qualifications and Skills:
We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We encourage you to apply, even if you don’t believe you meet every one of our qualifications described below.

• Bachelor’s degree in education, administration, or a related field.
• 3–5 years of relevant administrative experience, preferably in a school or youth-oriented setting; experience in a K–8 environment is a plus.
• Highly organized with strong attention to detail and the ability to manage multiple priorities, create timelines, and meet deadlines.
• Excellent oral and written communication skills, with the ability to interact effectively with colleagues, families, and external partners.
• Strong interpersonal skills and a collaborative, team-oriented working style.
• Demonstrated ability to remain calm, kind, and solution-oriented in a fast-paced environment.
• Proven ability to handle sensitive and confidential information with integrity, discretion, and professionalism.
• Proactive, self-motivated, and flexible, with a willingness to problem-solve independently and seek assistance when appropriate.
• Strong computer skills and comfort working with Google Workspace, databases, and student information systems.
• Experience with SIS platforms and related tools (e.g., Veracross, Blackbaud, Google Classroom, Magnus Health, Class Creator, PickAtime, ERB, BrightArrow, Excel) is preferred.
• Commitment to supporting a positive, inclusive, and community-centered school environment.

Non-Discrimination Policy: Town School for Boys admits students of any race, color, religion, or national and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students at the school. The school does not discriminate on the basis of race, color, religion, sexual orientation, or national and ethnic origin in the administration of its educational policies, scholarship programs, athletic and other school-administered programs.

Town School for Boys is an equal opportunity employer. Salary and benefits are commensurate with our peer schools in the San Francisco Bay Area and with similar NAIS schools. Please see the employment section of our website for additional information.

Salary information: At Town, salaries are one component of a compensation package that includes retirement matching, daily lunch, health & dental insurance, and life, AD & LTD insurance. The anticipated annual base salary range the school reasonably expects to pay candidates for the position of Registrar & Administrative Assistant is $80,000 to $90,000, depending on factors such as years of experience. In addition to those factors, we believe in the importance of pay equity and consider internal equity with our current employees as part of any final offer.

TO APPLY  
Please submit materials using the “Apply for this position” button below. Please do not send materials directly elsewhere. Materials should include:

• Cover letter addressing qualifications, interest in the position and alignment with the responsibilities outlined.
• Resume that includes all employment and education information

Click here to apply for this position. To learn more about our faculty culture and community, please visit our Employment page.