The Lower and Middle School Program Associate reports to the Directors of Lower School and Middle School and works with all constituents – students, parents, and teachers - in the International School of Brooklyn community in support of the school's mission. The Lower and Middle School Program Associate is responsible for supporting the work of the Lower and Middle School Divisions with both short term and long term projects.
Key Responsibilities include:
Screen phone calls for the Division Directors; respond to emails on their behalf as requested by them
Retrieve guests who have appointments with the Division Directors from the reception area
Manage schedules for the Division Directors; set up appointments for them as requested
Manage general office supply orders for the school and special orders from teachers
Ensure a welcoming, professional and clean office environment in the division offices
Order, organize and distribute snack for students lower school and afterschool
Order, distribute and mail CTP testing materials; update testing results using database set by Division Directors
SCHEDULES AND EVENTS
Create and manage school's master class schedule
Create and manage duties schedule; identify replacements as needed
Maintain field trip schedule/calendar and class events on school database
Arrange for travel and other logistics for school trips (local, domestic and abroad)
Coordinate with school lunch provider regarding field trips, student issues, etc.
Coordinate division events – order food, request setups, manage invitation lists, manage communications, organize childcare, etc.
Manage logistics for assemblies, performances, and special events, including Literacy Week, Cultural Week and ISB Local Day of Service – includes rental needs, food needs, set up/clean up logistics, etc.
Manage professional development registration and associated travel for faculty and division directors; track using system set up by Business Office
Handle logistics for internal professional development program – coordinate with speakers, prepare schedules, materials, order food, setup needs, etc.
Review and reconcile faculty attendance weekly with HR Coordinator (cross-referencing for absences due to professional development, PTO, etc.)
Arrange for substitutes during faculty absences – both planned (conferences, meetings, etc.) and unplanned (illness)
Maintain list of approved and vetted substitutes and materials need by substitutes; provide training for substitutes regarding school policies; approve substitute timesheets
Other duties as assigned by the Directors of Lower School or Middle School or Head of School