Administrative Assistant

Academics West•Brooklyn, NY

11d•Onsite

About The Position

The Administrative Assistant supports the daily operations of Academics West’s Brooklyn location and serves as the first point of contact for students, families, staff, and visitors. The role manages the front desk, tracks student attendance, handles phone and email inquiries, and provides general administrative and office operations support. The ideal candidate is organized, dependable, warm, and professional, and contributes to a welcoming and well-run school environment. This position reports directly to the Program Director. 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 start date is immediate. Compensation is $50,000–$55,000 per year.

Requirements

High school diploma or equivalent.
Prior experience in an administrative, reception, or front desk role, preferably in a school setting.
Excellent interpersonal and verbal communication skills and a warm, 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.
Interest in working with children and adolescents with social-emotional and/or learning needs.

Responsibilities

Welcome students, families, staff, and visitors in a warm and professional manner.
Manage visitor sign-in and sign-out 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.
Notify appropriate staff of 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.
Answer and direct incoming phone calls, take accurate messages, and route them promptly.
Respond to general inquiries and direct admissions or other specialized questions to the appropriate department.
Monitor and manage the front desk email inbox and voicemail.
Maintain 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 coordination of school-wide events and community activities as needed.
Perform other administrative duties as assigned.
Monitor office supply inventory and submit orders as approved.
Ensure office equipment 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.