Administrative Assistant

Academics West•New York, NY

13d•$50,000 - $55,000•Onsite

About The Position

The Administrative Assistant supports the daily operations of Academics West’s Brooklyn location. This person is the first point of contact for students, families, staff, and visitors, managing the front desk, tracking student attendance, and handling phone calls. The role also supports administrative staff with general operations and basic office operations. The ideal candidate is organized, dependable, warm, professional, and motivated to contribute to a welcoming, well-run school environment. The position reports directly to the Program Director. Academics West is an accredited K–12 high-support, college-preparatory school providing a flexible and supportive learning environment and therapeutic milieu for students with social-emotional challenges and/or learning differences. Its Clinically Informed Academics® approach combines clinical knowledge with academic interventions to develop individualized learning strategies. The position is on site at the Brooklyn location, Monday through Friday, 8:00 a.m. to 4:00 p.m. Hours may vary based on school events throughout the year. The stated start date is immediate.

Requirements

High school diploma or equivalent required.
Prior experience in an administrative, reception, or front desk role, preferably in a school setting.
Excellent interpersonal and verbal communication skills, with a warm and professional demeanor.
Strong organizational skills and attention to detail.
Ability to multitask and remain calm in a fast-paced environment.
Proficiency in Microsoft Office, including Outlook, Word, and Excel.

Nice To Haves

Associate or bachelor’s degree preferred.
Interest in working with children and adolescents with social-emotional and/or learning needs is a plus.

Responsibilities

Serve as the first point of contact for students, families, staff, and visitors, providing a warm and professional welcome.
Manage visitor sign-in and sign-out procedures in accordance with school safety protocols.
Support student arrival and dismissal procedures at the front desk.
Receive and distribute mail, deliveries, and packages.
Maintain a clean, organized, and welcoming reception area.
Promptly notify appropriate staff about visitor arrivals, scheduled appointments, and front-desk concerns.
Record and track daily student attendance, including absences, late arrivals, and early dismissals.
Communicate with families about absences and lateness in accordance with school policy.
Notify relevant administrative, academic, and clinical staff of attendance concerns or patterns in a timely manner.
Answer and direct incoming phone calls courteously and professionally.
Take accurate messages and promptly route them to the appropriate staff member.
Respond to general inquiries from families, referral sources, and the public, directing admissions and other specialized questions to the appropriate department.
Monitor and manage the front desk email inbox and voicemail.
Maintain the confidentiality of student, family, and school information.
Support administrative staff with daily operations at the Brooklyn location.
Assist with scheduling meetings, appointments, school tours, and events.
Prepare, copy, and distribute documents, forms, and school communications.
Assist with data entry, filing, and maintaining organized records.
Support the coordination of school-wide events and community activities as needed.
Perform other administrative duties as assigned.
Monitor and maintain office-supply inventory and submit orders as approved.
Ensure office equipment, such as printers, copiers, and phones, is functioning, and report maintenance or facility issues to appropriate staff.
Keep common office areas organized and orderly.
Follow and support school safety, emergency, and operational procedures.