POSITION STATEMENT
Interim Upper School Administrative Assistant 

Start Date: Immediately - Jun 30, 2026

OVERVIEW
Brooklyn Friends School (BFS), a thriving Early Childhood-12 grade school located in vibrant Downtown Brooklyn, seeks an Interim Upper School Administrative Assistant (USAA) within a dynamic community of colleagues (BFS uses the all-inclusive term, colleagues, to refer to all rather than one that delineates faculty/staff). Founded in 1867, Brooklyn Friends School’s pillars – diversity, equity & belonging; global social impact; and wholeness & wellbeing –  serve as guideposts for our action-oriented collective work. Our school’s history has been illustrious and reflective of the expansive nature of human experiences. Guided by our mission, BFS provides a dynamic, diverse, and robust social/emotional environment and academic program that cultivates compassionate, intellectually curious, and confident changemakers. As a school, we affirm that human diversity includes, but is not limited to: race, ethnicity, culture, national origin, religion, gender, gender identity and  expression, sexual orientation, age, socioeconomic class, family structure and physical ability, as well as diversity of thought, talents, and learning style. Brooklyn Friends School does not discriminate based on these characteristics or any characteristic prohibited by law and provides reasonable accommodations to otherwise qualified colleagues and applicants. If you need an accommodation related to any part of the hiring process, please send an email to hiring@brooklynfriends.org.   

This short video gives you a glimpse into our contemporary experience.

THE POSITION
The position of Interim Upper School Administrative Assistant (USAA) is central to the effective operation of the Upper School Learning Community (USLC)––from ensuring the safe whereabouts of students through managing attendance records to formulating and answering communications and following through on multiple tasks in an efficient and timely manner. The Interim USAA works in service to the full learning community and contributes to the success of all operational aspects of the learning community. The USLC Interim Administrative Assistant is responsible for managing the correspondence of the Head of Upper School  and the different constituencies they serve as well as accurately keeping the Head of Upper School’s calendar. A successful Interim USAA will not only learn existing systems and structures quickly, but also will demonstrate initiative and resourcefulness by designing efficient support and administrative structures. Key to the successful execution of this role is partnership within the learning community and with other School departments and other learning communities. The Interim USAA will also assist with the organization and maintenance of database records and the accurate filing of reports, files, and other records, and assist in the coordination of learning community retreats, field trips, meetings, and learning community events, as well as other duties as assigned by the Head of Upper School or a member of the Upper School Leadership Team (USLT).

Primary Responsibilities Include:

This position reports to the Head of Upper School.

• Represents and serves as a model of the BFS mission and core values, displaying a consistently welcoming and joyful manner in all communications and interactions with all constituents and community members both inside the school’s campuses and outside in the broader community.
• Serves as the Interim Administrative Assistant to the Head of Upper School (Head of Upper School) and the Upper School Leadership Team (USLT), supporting day-to-day operations and learning community  priorities including shared space calendars. 
• Manages the Head of Upper School’s calendar, schedules meetings, and coordinates logistics and follow-up. 
• Serves as a visible, trusted first point of contact for students, families, colleagues, and visitors to the Upper School.
• Prepares and reconciles learning community budget monthly, maintains an organized system for budget accountability, and scans and submits reimbursements, check requests, invoices, sub timesheets, and end-of-year orders, in accordance with the expectations of the Finance Office.
• Ensures accurate current daily student attendance and maintains all current student records, including learning community-specific systems (e.g., Blackbaud/myBFS, Orah, ManageBac, etc).
• Maintains learning community information systems (e.g., Google Suite, shared folders, etc).
• Assists the Assistant Head of Upper School (Grades 11/12) and the IB Coordinator to ensure the smooth operation of the Upper School IB program.
• Supports the  College Counseling Office with logistical considerations and scheduling, including but not limited to on-site standardized testing (e.g., PSAT, SAT, ACT, IB exams as applicable), scheduling and organizing college visits to the Upper School Campus as well as travel, scheduling events, and meetings with families 
• Supports the Assistant Heads of Upper School with tracking course sign-ups, maintains systems for scheduling changes, and otherwise partners with the USLT and the Technology Department to ensure the successful completion of the annual schedule as well as accurate record-keeping within BFS databases
• Maintains record of Upper School colleague absences, in coordination with the HR Department & Head of Upper School.
• Assumes responsibility for arranging substitute coverage for teachers, including evenings and weekends as necessary; if needed, provides substitute coverage, covers duties and other gaps, and/or supervises students.
• Coordinates ordering and purchasing for the learning community, including supplies, books, etc.
• Coordinates, supports, and attends weekly Upper School colleague meetings.
• Works with learning community leadership to prepare learning community-specific information: handbooks, directories, calendars, etc.
• In collaboration with the USLT, coordinates the logistics of the Upper School retreats, field trips, curriculum nights, family conferences, meetings and events  (e.g., invitations, venue(s), ordering, program). 
• Coordinates and supports transportation programs for Upper School students including but not limited to the distribution of public transportation passes to all eligible students and partnering to ensure a smooth bussing program
• Serves as primary liaison to all School departments related to Upper School needs, such as Dining Services (events, trips), Enrollment Management (coordinating tours and enrollment events), Campus Security (coordinating & supporting Emergency Drills), Health Office (ensuring required paperwork received & all compliance protocols are adhered to), Facilities and Maintenance (work requests), and Technology Department (IT and AV support requests, schedule and grade change processes, etc.)
• Coordinating/scheduling/sending email communications through myBFS and assisting with the management of Upper School email lists and distribution groups
• Assists with and coordinates all hiring efforts within the learning community to ensure an equitable and welcoming experience for candidates (e.g., creating visit schedules, corresponding with candidates, greeting and hosting candidates on their visit days, collecting feedback, organizing applicant materials). 
• Takes initiative and plays an active role in maintaining excellence within the learning community, stepping in as needed in any area of the successful operations of the learning community, and creating new systems where necessary and in collaboration with other departments to ensure a smooth experience for learning community leadership, colleagues, students, and families. 
• Performs other duties as assigned.

Qualifications and Characteristics Sought:

• Bachelor’s degree
• 3-5 years experience as an administrative assistant
• Has experience in a school environment and/or with young adults in a different setting
• Is invested in continued professional growth 
• Demonstrates strong communication skills (oral and written)
• Is comfortable working with families
• Is comfortable using technology and has experience with Google Suite and student information databases including Blackbaud (myBFS), Orah, etc.
• Models collaboration and can speak to serving as a member of a team 
• Approaches work with flexibility, patience, grace, connection, and a willingness to learn 
• Demonstrates cultural competency and a commitment to diversity, equity, social justice, and inclusion
• Brings a passion, a sense of humor, and a desire to create a joyful learning environment

Physical Requirements of the Job:

• Must be able to work in an office environment including prolonged periods of sitting and standing.
• Must be able to lift and carry up to 25 lbs.
• Must be able to stand, bend over, twist and reach to access file cabinets, bookshelves and navigate office and workstation spaces.

Union Status: Union

Salary Range: $71,050 - $82,500

This salary range represents the expected annual salary range for this position. Ultimately, in determining your pay, we'll consider your education level, experience, and other job-related factors.

• Benefits: Colleagues may be eligible to participate in employment benefits including, but not limited to, health insurance, dental insurance, vision insurance, 403(b) retirement plan, life insurance and long-term disability insurance. Benefits are subject to change at any time, and are subject to applicable plan documents.

To apply, please provide the following:

1. Cover letter addressed to Liz Fernández, Head of Upper School. Along with punctuating your interest and experience, your cover letter should also address how you feel that your professional journey aligns with our school’s Quaker values and pillars of social justice and civic engagement. 
2. Resume/Curriculum Vitae
3. List of three references (at least one reference listed should be a current or former supervisor). Please include their emails, phone numbers, and relationship to you. We will not contact references without informing you.
4. Completed online application.

Please email the above attachments (if possible as a single PDF) to hiring@brooklynfriends.org and put Interim Upper School Administrative Assistant in the subject line. Qualified candidates will be contacted after materials have been reviewed. 

About Brooklyn Friends School

Brooklyn Friends School (BFS) is a thriving Preschool-12 grade school located in vibrant Downtown Brooklyn with a dynamic community of colleagues (BFS uses the all-inclusive term, colleagues, to refer to all rather than one that delineates faculty/staff). Founded in 1867, Brooklyn Friends School’s pillars of social justice, service learning/civic engagement, and Quakerism, serve as guideposts for our action-oriented collective work. Our school’s history has been illustrious and reflective of the expansive nature of human experiences. Guided by our mission, BFS provides a dynamic, diverse, and robust social/emotional environment and academic program that cultivates compassionate, intellectually curious, and confident changemakers. As a school, we affirm that human diversity includes, but is not limited to: race, ethnicity, culture, national origin, religion, gender, gender identity and expression, sexual orientation, age, socioeconomic class, family structure and physical ability, as well as diversity of thought, talents, and learning style.

Connections working at Brooklyn Friends School