TC High: Lead Administrative Assistant to the TC High Principal, 8.0 hours/day, Starting January 2027

Employee Group: TCCAPSA

Classification: VII

Status: Full Year

Location: Traverse City High School

TC CAPSA Master Agreement

TC CAPSA Benefits Summary

Retirement Benefits

General Summary:

The Lead Administrative Assistant to the Alternative High School Principal provides comprehensive secretarial and administrative support to ensure efficient daily school operations and student enrollment. Operating under the direct supervision of the building principal, this role serves as a key liaison between staff, students, parents, and administration while managing vital office workflows, student records, building communications, leadership and supervision duties, and emergency management processes in a dynamic educational environment.

Principal Duties and Responsibilities:

Leadership and Supervision

Oversees senior high secretarial staff and student aides.

Serves as a primary liaison between parents/guardians, principal, and school staff.

Completes enrollment and disenrollment processes, including record collection, school tours, locker assignments, textbook distribution, and bus pass issuance.

Greets and assists visitors, staff, and students, dispensing medications, administering first aid, and monitoring students sent to the office.

Maintains attendance records, assists instructors with attendance and grade changes, and issues daily absence/tardy excuses.

Mails school-related communications home and performs duties involving effective communications within the building and community.

Organizes building special events, student registration in August, and assists with Summer Academy registration and attendance.

Registrar/Student Enrollment Management

Manages student enrollment, transfers, withdrawals, enrollment records, and school tours.

Posts and updates grades, course credits, transcripts, and academic history records.

Generates progress reports, report cards, transcripts, student labels, MCIR immunization records, and promotion/retention lists.

Processes student work permits for eligible students.

Assists instructional staff with attendance, schedule changes, and grade adjustments.

Collaborates with counseling and athletic teams on student placement, schedule adjustments, academic/athletic eligibility, and transcript/NCAA documentation.

Completes official state count day reports, attendance verifications, and student data audits.

Processes scheduling requests, elective preference forms, and grade documentation, and supports master schedule creation.

Serves as primary building contact and data manager for PowerSchool and partners with Pupil Accounting on audit compliance.

Coordinates academic awards, honor rolls, moving-up ceremonies, Honors Convocation, and Graduation events.

Administrative and Office Operations

Prepares, establishes, maintains, and revises files, official office records, and CA-60 files.

Answers telephone inquiries, manages meeting calendars, and arranges appointments for the principal.

Types and maintains general information, staff handbook, and curriculum guide as requested.

Assists in grant preparation, writing, and follow-up.

Performs duties of a notary public as requested.

Safety and Emergency Management

Completes official accident reports for student injuries occurring on school grounds.

Assists with lockdowns, drills, and emergency situations.

Performs other duties as assigned.

Knowledge, Skills and Abilities Required:

High school diploma or equivalent required; Associate degree or administrative certification preferred.

Proficiency with Student Information Systems (e.g., PowerSchool), Google Workspace, Microsoft Office, and web-based communication tools.

Strong keyboarding, data entry, and digital file management skills with a high degree of accuracy.

Excellent interpersonal, customer service, and verbal/written communication skills when interacting with staff, students, families, and community members.

Strong organizational and time-management skills with the ability to prioritize tasks, multi-task, and meet deadlines in a fast-paced environment.

High degree of empathy, patience, cultural responsiveness, and emotional intelligence when working with diverse student populations.

Current certification in CPR, First Aid, and AED (or willingness to obtain) and ability to handle basic medical triage.

Strict adherence to confidentiality policies, including FERPA guidelines, HIPAA, and district privacy practices.

Demonstrated initiative and problem-solving skills to manage complex scheduling, office workflows, and recordkeeping systems independently.

Basic bookkeeping and financial skills, including experience managing purchase orders, petty cash, deposits, and budget tracking tools.

Analytical skills required to interpret data, compile reports, reconcile records, and perform detailed quality checks on building documents.

Proficiency in professional business English, including mechanics, spelling, grammar, proofreading, and formal document formatting.

Physical and Mental Requirements:

Must be able to report on a regular and consistent basis.

Maintain consistent and punctual attendance.

Duties include frequent walking and physical activity, as well as use of hands and arms for signaling and light lifting/carrying. Must have the ability to move about the classroom/building and school property, including bending, pushing/pulling, lifting, twisting, climbing, stooping, or crouching to complete work-related tasks with and without students.

The ability to listen and effectively orally communicate information and ideas to a diverse population.

Ability to effectively discern information and formulate appropriate action(s).

Ability to critically think and provide appropriate solutions.

Ability to work effectively and efficiently.

Environmental Conditions:

Work is performed primarily in a fast-paced indoor office environment with frequent interruptions, active student and staff interactions, and varying noise levels ranging from quiet to loud. Occasional outdoor duties may require exposure to seasonal weather, temperature fluctuations, and variable surface conditions. The role involves routine use of standard office equipment, communication tools, and regular mobility throughout school facilities and grounds.

Work Schedules:

Must be available to report during the school year consistent with the district’s school year calendar and position’s work day calendar.

Background Checks:

The individual selected for this position will be required to pass a criminal history background check.