The Speyer Legacy School, a K-8 school for accelerated learners in New York City, seeks an Administrative Assistant to work with the Deputy Head of School and two Division Heads.
The administrative assistant coordinates the needs of faculty, students, and parents and provides for the smooth running of the school. He/she provides a high level of support, with meticulous attention to detail and the ability to handle confidential information with discretion. The ideal candidate possesses creative problem-solving skills, a sense of humor, and strong interpersonal skills that allows one to cooperate and collaborate effectively with others. This is a full-time, 12-month position.
Essential Administrative Assistant Functions:
Establish efficient systems and processes in multiple areas in support of the school.
Assist with every facet of job responsibilities of the Division Heads and the Deputy Head of School.
Manage and coordinate calendars (Google).
Make travel arrangements for Division Heads’ and the Deputy Head’s school-related conferences and workshops.
Manage purchase orders, expenses, reimbursements, and reconciliations with business office.
Monitor telephone calls to the offices and deliver messages to Division Heads and Deputy Head; coordinate conference calls as necessary.
Provide support in preparing correspondence (via email and snail mail); handle confidential materials; prepare materials for meetings; and maintain student records and files.
Organize and keep track of informational documents and forms.
Faculty schedules and duty assignments (e.g. bus, lunch, hall monitoring)
Student schedules and master schedule
After-school schedules and programs
Coordinate K-8 field trips.
Monitor student attendance (verifying absences, reporting attendance to the school faculty); distribute attendance and enter into SIS.
Assist with dismissal procedures.
Act as point person for DOE bus; prepare/maintain DOE bus list and manage issues, should they arise.
Schedule conference days for parents and coordinate conferences for teachers and parents.
Assist with scheduling, set-up, and organizing of events (e.g., Curriculum Night, Parent Visiting Day, etc.)
Work with Division Heads to access, edit, update, student grades and comments.
Coordinate application process for families applying for Exmissions.
Schedule and coordinate substitute teachers, including coordination and distribution of materials.
Secure school exams.
Support elective registration process in Middle Division.
Research, price, and purchase office equipment and supplies.