Full Time

Academic Operations Assistant

Gann Academy 333 Forest Street, Waltham MA

Gann Academy is a pluralistic Jewish high school that challenges students to cultivate their talents and interests in all areas of human potential: intellectual, artistic, spiritual, and physical. Our faculty, comprised of Jewish and non-Jewish educators, facilitates the student journey. We seek teachers committed to collaborating and growing in their teaching practice, supporting diverse learners in the classroom, and connecting with students outside the school, formally and informally.

Gann Academy is committed to building an inclusive workplace culture where talented people of widely diverse backgrounds can thrive. We believe including diverse perspectives will improve our work, societal, and learning outcomes. All employees participate in this commitment, whether internally, in building a welcoming workplace culture, or externally, in ensuring inclusive engagement with families and other community members.

Perhaps most of all, Gann offers a community of intelligent, collaborative, and compassionate professionals who care about their work, school, and colleagues. We help one another learn, solve problems, and have fun.


Under the direction and supervision of the Director of Academic Operations, the Academic Operations Assistant provides administrative and office support to the school's Academic Operations. This position performs various administrative, technical, and support functions, including utilizing automated student information software, establishing and maintaining a recordkeeping system, calendar & scheduling, answering the phones, and providing customer service to faculty, staff, students, parents, and visitors. This position requires effectively managing two senior administrators' calendars, keeping the administrators on task, and the Academic Operations office running efficiently.

This is a non-exempt, 11-month, in-person position.



Communication and Scheduling

Take ownership of calendaring; schedule meetings and accurately maintain calendars for the Assistant Head of School for Student Experience and Assistant Head of School for Teaching & Learning; ensure that supervisors are prepared for all meetings and appointments
Maintain Academic Master Calendars for internal and external use in collaboration with operations staff
Schedule room assignments for meetings, club meetings, visitors, and other academic needs during the school day
Assign subs for absent teachers and maintain records of coverage
Administrative/Clerical Duties & Collaboration

Compose, create, and type a variety of forms, letters, lists, reports, spreadsheets, applications, bulletins, files, folders, and other materials as requested; duplicate and distribute/collect materials as necessary
Proofread all official documents and forms of communication for clarity, accuracy, and grammar
Coordinate, prepare, and distribute hard copy and electronic mailings to students, parents, and others as needed; and collect, sort, and distribute Academic Operations mail and email.
Provide front desk coverage as needed

Maintain an accurate, confidential, and detailed record of all calls, emails, faculty & staff questions, and student and parent meetings
Create and maintain a procedures manual and calendar of annual tasks and communication for the school year