Lower School Administrative Assistant

Mary McDowell Friends School • Brooklyn, NY

20h • Onsite

About The Position

Mary McDowell Friends School (MMFS) invites applications for a full-time Lower School Administrative Assistant beginning August 2026. Under the direct supervision of the School Administrator/DOE Liaison, this position provides administrative and secretarial support for Lower School administrators, faculty, staff, and students. The Administrative Assistant (AA) acts as the first official greeter for the building, influencing critical first impressions of Mary McDowell Friends School. The AA performs duties such as student attendance tracking, coordination of meetings and conferences, obtaining supplies, coordinating mailings, and working on special projects. The AA will answer non-routine correspondence and interact with a diverse group of important external callers and visitors, as well as internal community members at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload.

Requirements

• An associate's degree and/or equivalent work experience required, Bachelor's degree preferred.
• 3 years of administrative experience
• Experience working at a school site desirable.
• Experience in an office environment involving public contact
• Strong organizational and interpersonal skills are a must.
• Knowledge of Google Suite required.
• Operate standard office equipment; accurately prepare, create, edit, and design memos, reports, letters, and other documents; maintain complex databases and management information systems; learn new software applications; communicate effectively in oral and written form; utilize time management techniques to organize and prioritize work; read, interpret, and apply rules and procedures; follow instructions; work independently; maintain confidentiality of student and program information; work cooperatively and effectively with students, parents/guardians, administrators, and the general public.

Nice To Haves

• Knowledge of Veracross a plus.

Responsibilities

• Answer all inbound calls to the Lower School, including calls to the Admissions Department or the Business, Communications or Advancement offices. Takes messages or fields/answers all routine and non-routine questions.
• Works in cooperation with other AAs to cover phones across the divisions.
• Send faxes (electronically) for all faculty and staff in the building.
• Sort & assist with in- and outbound mail and packages. Ensure timely and correct postage on outgoing mail. Take mail to the mailbox/post office or arrange pick-up for special mailings.
• Receive deliveries and label for distribution. Inform staff to pick up lightweight items and work with custodians to move and store heavy items.
• Maintain inventory and work with the Business Office to secure and replenish postage amount on the meter, including ordering of postage supplies including ink and postage tape.
• Assist with school correspondence/filing, including scanning documents, managing service log for copier and keeping an inventory of paper and toner.
• Ensure that the reception area (including closet and cabinets) is tidy, clean and organized.
• Order/reserve car services for faculty and staff members.
• Assist with evening events (greeting families, checking in guests, answering phones).
• Other clerical duties as assigned.
• Track student arrival; enter student absences and lateness into Veracross.
• Send daily email noting absent students and faculty, updating it with late arrivals or early dismissals.
• Help staff with dismissal duties. This includes recording the day’s dismissal changes, sometimes having to make calls to confirm changes with families.
• The AA must be able to quickly address any unexpected changes in bus dismissal.
• Inform the DOE Liaison about changes or issues with bus arrival, pickup, etc.
• Assist DOE Liaison with assignment and distribution of student OMNY cards.
• Contact parents regarding absent students, field trip permissions, RSVPs, etc.
• Coordinate with the Associate Head of School in registering staff for professional development conferences and events.
• Assist in clerical duties and various tasks assigned by the Administrator, Directors, Head of School or Associate Head of School for day-to-day activities as well as special events, such as Parent Night, Arts Night, etc.
• Assist with ordering food for school events and set-up.
• Assist with Parent/Teacher conference scheduling.
• Assisting in the creation of flyers and programs for school-wide events.
• Assist in the creation and distribution of materials to the classrooms.
• Perform any tasks upon request for the Development Office, Business Office or Admissions Department for special events and/or projects.
• Assist the Afterschool program with dismissal, attendance tracking and various tasks as needed.
• Update and maintain emergency contact information in Veracross and physical binders.
• Serve as fire drill assistant back-up.
• Take all relevant emergency information and walkie-talkies out of the building during fire drills, assist in staff attendance.
• Maintain fire drill materials and emergency go-bag.

Benefits

• Rewarding work experience
• Employees are encouraged to bring their whole selves to work
• Recognize, appreciate, celebrate, and honor our diverse community
• Pay Transparency Act compliance
• Compensation considers scope and responsibilities of the position, candidate’s work experience, education/training, essential skills, internal peer equity, and market and organizational considerations.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree