Administrative Assistant & Student Affairs Coordinator

Kennedy International School•New York, NY

4d•Onsite

About The Position

The Administrative Assistant & Student Affairs Coordinator plays a key role in supporting the day-to-day operations of the school, with primary responsibility for administrative coordination, student records management, and student life support. This position works closely with school leadership to promote the school’s mission, enhance the student experience, and support enrollment, retention, and community engagement efforts. This is a full-time, non-exempt position. This role works in our Upper School division (middle school and high school), and reports to the Upper School Director.

Requirements

At least two years of administrative assistant experience
Excellent written and verbal communication required in English and French
Strong organizational and time management skills
Ability to manage multiple priorities with attention to detail
Proficiency with student information systems and office software
Discretion in handling confidential information
Collaborative, proactive, and service-oriented mindset

Responsibilities

Manage calendars for school leadership, ensuring alignment with school priorities and events
Provide general office support, including correspondence, communications, and clerical tasks
Serve as a front office point of contact for parents, students, faculty, and visitors
Coordinate schoolwide communications, notices, and announcements
Organize internal and external meetings and events; prepare materials and take minutes as needed
Order and maintain office and school supplies; track inventory and expenses
Liaise with vendors and service providers as needed
Support budgeting and expense tracking for the Upper School
Assist with special projects and perform other duties as assigned
Coordinate school calendars, room bookings, and schedule adjustments
Manage student scheduling logistics, including study halls, extra help sessions, and dismissal processes
Oversee transportation coordination (e.g., student transit cards, trip logistics)
Support planning and execution of school events, assemblies, and parent-facing programs
Maintain accurate and up-to-date student records, including academic, health, legal, and enrollment documentation
Manage the student information system (FACTS), ensuring data accuracy and completeness
Monitor immunization and health records for compliance with regulations
Process report cards, progress reports, attendance records, and official documentation requests
Support enrollment, withdrawals, and student transitions
Track daily attendance, including absences, lateness, and early dismissals
Communicate with families regarding attendance and student needs
Attend to sick or injured students and coordinate family communication
Ensure adherence to school policies and regulatory requirements
Coordinate student activities, clubs, leadership initiatives, and community-building events
Support assemblies, appreciation weeks, and other student programs
Assist with onboarding and transition support for new students
Monitor student concerns and coordinate with counselors, teachers, and leadership as needed
Manage field trip processes, including approvals, logistics, permissions, and compliance
Coordinate transportation, documentation, and communication for trips and events
Support athletic events, tournaments, and related logistics
Maintain and update alumni database, including contact information, university placements, and career updates
Support alumni engagement initiatives and communications
Support logistics for standardized testing (e.g., MAP, IB, DNB exams)
Assist with report distribution and academic recordkeeping
Coordinate staff celebrations and community events
Provide logistical support for parent-facing programs
Assist with graduation planning and execution
Coordinate senior activities and end-of-year celebrations
Archive student records and files
Support year-end administrative closeout