Administrative Assistant (Front Desk)

STEPHEN GAYNOR SCHOOL•New York, NY

6d•$30 - $34•Onsite

About The Position

Stephen Gaynor School is seeking a proactive, warm, and highly organized Administrative Assistant to join a four-person team and support daily school operations. The role serves as a welcoming point of contact for the school community and manages front-line communications, student arrival and dismissal logistics, event scheduling, school-wide initiatives, and transportation coordination with the DOE’s Office of Pupil Transportation. The position requires collaboration, strong interpersonal skills, a thoughtful approach to communicating with students with learning differences, and a commitment to diversity, equity, and inclusion. The daily schedule is between 7:45 a.m. and 3:45 p.m. The school would ideally like the successful candidate to start immediately. The position is based at Stephen Gaynor School in New York, NY.

Requirements

Minimum of an Associate’s degree.
Minimum of one year of experience in an administrative position.
Exceptional communication and interpersonal skills, including the ability to build trust and rapport across diverse communities, with leadership, staff, families, and outside professionals.
High proficiency with Microsoft Office and Google Workspace.
Exceptional customer service and database system configuration skills.
Highly organized and resourceful, with sound judgment and a results-oriented mindset.
Strong commitment to diversity, equity, and inclusion and passion for Stephen Gaynor School’s mission.
Commitment to creating and maintaining an inclusive and diverse community.
Detail-oriented with strong time-management skills.
Ability to work independently.
Self-motivated, flexible, and able to work as part of a team.
Ability to multitask.
Thoughtful approach to speaking with children with special needs.
Ability to maintain confidentiality.

Nice To Haves

Independent school and/or nonprofit experience preferred.
Veracross experience preferred.

Responsibilities

Greet visitors, screen incoming calls, and answer emails.
Assist with daily student arrival and dismissal, including coordinating parent instructions for late arrivals and early dismissals.
Serve as the school’s Transportation Coordinator for the Office of Pupil Transportation; liaise between busing families and the DOE, update student information in DOE databases, track transportation changes including student OMNY cards, and organize transportation for field trips.
Manage school-wide calendars, including the internal Google calendar and room reservations for shared spaces.
Create and communicate a weekly report of required event setups and monitor the school events calendar.
Organize and lead school-wide events, including Picture Day and field trips.
Update and maintain the school’s internal communication tools, documents, and sites.
Assist with preparation for the start of the school year, including logistical details and supplies organization.
Ensure student safety, including supervising students when required.
Work as part of a four-person administrative team supporting event planning and operations.
Attend full faculty and staff meetings.
Commit to anti-bias and anti-racism work and promote inclusion, belonging, and equity in the school community.
Participate in continuous professional development related to learning differences, anti-racism, and anti-bias.
Be an active member of the Gaynor community and perform other appropriate duties and responsibilities.