Office Support Assistant

Academics West•Brooklyn, NY

4d•Onsite

About The Position

The Office Support Assistant will be a vital link to ensuring that Academics West’s community has a well-functioning facility. This role involves liaising with outside vendors, managing email set-up, purchasing, and fielding general back-office questions. The primary responsibilities include working with Directors of the school to ensure the facility is managed well, liaising with the bookkeeping & accounting department regarding budgets by department, and performing inventory management. The individual will also manage and support all vendors who work in the facility, review the facility to ensure items are working properly, check restroom stocking, print IDs, support HR with onboarding needs, review and check post office mail daily, and ensure cleaning staff adhere to the schedule. Additionally, the role involves educating staff on email encryption, setting up emails and revising distribution lists, scanning accounts payables invoices, working with outsourced IT for system functionality, ensuring the phone system runs efficiently, managing the annual budget for monthly supplies, and performing purchase orders for departments while tracking costs. The position may also assist with front desk functions as needed. Academics West is an independent high-support college preparatory program that provides customized educational and social-emotional support for students who need an intimate and nurturing environment. This innovative model enables students to prepare for an ever-changing world that requires young people to have advanced executive functioning, interpersonal and leadership skills. At Academics West, we engage students to become independent, resilient, and self-valuing adults, encouraging them to become heroes of their own story.

Requirements

Effective communication & writing skills
Good motivational skills
Exceptional organizational skills
Understanding of basic bookkeeping functions
Confidentiality is a priority as it relates to finances, student records
Working knowledge of Office 365 and applications
Value the importance of following work procedures, meeting deadlines
Interest in helping students with learning and emotional challenges
Ability to lift up to 30 lbs. and sit at a desk working on a computer

Nice To Haves

Bachelor’s Degree preferred

Responsibilities

Inventory management
Manage and support all vendors (maintenance personnel) who work in the facility to fix items
Review facility to ensure that all items are working properly
Check restrooms are well stocked
Print ID’s and support HR with onboarding needs
Review and check post office mail daily
Ensure cleaning staff come only on appropriate school days based on calendar
Educate staff on encryption of emails
Set up emails and revise distribution lists for all new personnel
Scan all accounts payables invoices to bookkeeper
Work with outsourced IT to ensure that Wi-Fi, etc. are working
Ensure phone system is running efficiently
Manage annual budget for monthly supplies for facility
Perform all purchase orders for departments and track costs
Assist with front desk functions as needed