Administrative Assistant, Lower School Office

Trinity School • New York, NY

2d • Onsite

About The Position

Trinity School, a co-educational K-12 institution located on the Upper West Side of Manhattan, seeks a full-time Lower School Administrative Assistant starting immediately. Reporting to the Lower School Principal and Assistant Principal, this position is responsible for customer service, logistics, and school documents in the Lower School Office.

Requirements

• A Bachelor's degree is required
• A minimum of three years of administrative office experience, preferably in an educational setting
• Must be detail-oriented and have the ability to work efficiently to meet deadlines
• Excellent organizational and communication skills
• Proficiency with technology and software applications, including Microsoft Office and Google Suite
• Strong problem-solving skills and the ability to work independently
• Enjoy building connections with families
• Must have great follow-up abilities
• Find delight in children
• High energy and enthusiasm for school life
• Must be able to collaborate with colleagues, have a great sense of humor, and demonstrate patience and warmth
• Must have a strong work ethic and a commitment to the School’s mission

Responsibilities

• Provide customer service to the Lower School Office, faculty, staff, and families joyfully offering assistance and solving problems
• Be the welcoming presence as the first place to stop in the Lower School Office
• Answer daily phone calls and emails from parents
• Screen and approve snacks that come from families for the classrooms
• Deliver materials to children that land in the Lower School Office
• Order supplies for the Lower School Office
• Manage the Lost and Found
• Maintain a well-organized Lower School Office so that the Lower School presents itself as a professional space
• Facilitate communication between the Lower School Office and other Trinity offices
• Oversee the Lower School Principal’s calendar and manage all appointments promptly
• Manage room reservations and coordinate technology set-ups to support all scheduled meetings
• Organize and oversee summer mailings to families and faculty and help facilitate back-to-school meetings in June, July, and August
• Oversee the creation and distribution of class lists, homeroom contact information, birthday lists, faculty listings, and other documents
• Represent the Lower School in logistical meetings such as fire drill scheduling
• Collaborate with Security for family ID badges
• Track daily attendance
• Manage buses, arrivals and dismissals. Communicate with the bus drivers and manage the bus stops, the bus riders, and communications with families
• Organize All School Chapel chaperones and related communications to the Lower School faculty
• Collaborate with the Registrar regarding the transfer of student documents
• Manage and communicate homeroom and special subject teachers’ conference sign-up schedules and conference notes
• Cover lunch duties as needed
• Collaborate with facilities regarding event set-ups, such as faculty meetings and parent gatherings
• Order food for faculty meetings, field trips, curriculum nights, and conferences
• Manage report writing schedule of editing, TigerNet, and publishing
• File hard copies of reports promptly post publishing the reports
• Share conference notes form with faculty, collect notes, and file notes
• Manage files, updating classes each year and moving files on to the Middle School
• Track student evaluations that come to the Lower School Office and provide the Lower School Principal with copies
• Contribute to the planning and execution of Lower School Office special events and projects
• Other duties assigned by the Lower School Principal and Assistant Principal

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level