School Administrative Assistant

ACADEMY OF HOPE ADULT PUBLIC CHARTER SCHOOL•Washingtion, DC

20h•$21 - $31•Onsite

About The Position

The School Administrative Assistant provides comprehensive administrative, organizational, and front-office support to the Building Administrator and the Sycamore Campus. The position helps ensure that daily school operations are organized, welcoming, responsive, and aligned with Academy of Hope policies and service expectations. The School Administrative Assistant coordinates communications, calendars, records, meetings, visitors, supplies, campus logistics, and other administrative processes that support learners, faculty, staff, and campus leadership. The role requires sound judgment, attention to detail, discretion, and the ability to manage multiple priorities in a busy adult education environment.

Requirements

High school diploma, GED, or recognized high school equivalency credential.
Demonstrated administrative, office support, front-desk, customer-service, or closely related experience.
Proficiency with Microsoft 365 applications, email, shared calendars, internet navigation, data entry, and standard office equipment.
Strong organizational, time-management, proofreading, written communication, and verbal communication skills.
Ability to prioritize competing assignments, meet deadlines, work accurately with frequent interruptions, and follow oral and written instructions.
Sound judgment, attention to detail, problem-solving ability, and demonstrated discretion when handling confidential information.
Strong interpersonal skills and the ability to work effectively and respectfully with adult learners, staff, visitors, vendors, and community partners from diverse backgrounds.
Reliable availability to work full-time, on-site at the Sycamore Campus, Monday through Friday.
Ability to satisfy all Academy of Hope and District of Columbia pre-employment, background, and suitability requirements.

Nice To Haves

Associate degree or higher in business administration, office administration, education, communications, or a related field.
Administrative experience in a school, adult education program, public charter school, nonprofit organization, workforce program, or other learner-serving environment.
Experience coordinating calendars, meetings, records, events, facilities, transportation, vendors, or campus logistics.
Experience using school, customer relationship management, human resources, facilities, or other organizational data systems.

Responsibilities

Provide daily administrative and clerical support to the Building Administrator and other campus leaders within assigned areas of responsibility.
Coordinate office activities and the flow of information; manage calendars, schedule appointments and meetings, organize school visits, and communicate reminders and logistical details.
Prepare, proofread, format, copy, file, and distribute correspondence, reports, agendas, meeting materials, minutes, forms, and other documents.
Receive and greet learners, visitors, partners, and vendors; answer and route telephone calls and email inquiries; and maintain a professional, welcoming front-office environment.
Maintain confidentiality and appropriately handle sensitive learner, employee, operational, and organizational information.
Enter and update information in assigned systems; verify accuracy and completeness and maintain required electronic and paper records, logs, and files.
Sort and distribute mail, packages, deliveries, and internal communications in a timely manner.
Maintain the Front Desk Handbook and other assigned office procedures, contact lists, calendars, directories, and reference materials.
Track inventory and order approved office and school supplies according to established procedures; receive materials and maintain appropriate supply levels.
Coordinate routine service visits and deliveries, including water delivery, pest control, and other approved campus support services, in partnership with Operations and Facilities.
Manage and issue key fobs or other access materials as authorized; maintain accurate access records and promptly report lost, damaged, or unauthorized access credentials.
Operate standard office and instructional equipment and software, including computers, printers, copiers, phones, communication devices, and Microsoft 365 applications.
Support the coordination of school events, meetings, learner activities, field trips, facility use, transportation, and staff travel, as assigned.
Maintain assigned Academy of Hope calendars and transportation schedules and coordinate approved shuttle or bus needs with designated vendors and staff.
Report urgent facility, safety, security, technology, or operational concerns and incidents promptly using established communication and escalation procedures.
Coordinate substitute or instructional coverage requests as directed and provide approved logistical information, keys, access, and orientation materials to temporary personnel.
Assist learners with routine questions, appointments, forms, directions, and referrals while connecting them to the appropriate academic, workforce, enrollment, testing, or student-support team.
Support orderly learner and visitor arrival, dismissal, transitions, and access to scheduled services and campus activities.
Communicate clearly and respectfully with adult learners and recognize the varied responsibilities, experiences, abilities, and goals they bring to the school community.
Collaborate with Academics, Workforce, Student Support Services, Enrollment, Operations, Facilities, Security, Information Technology, and other teams to support a coordinated campus experience.
Compile, prepare, maintain, and retrieve records and reports related to assigned activities, ensuring timely completion and accuracy.
Follow Academy of Hope policies, records-retention requirements, confidentiality expectations, safety procedures, and applicable legal and regulatory requirements.
Attend required meetings, trainings, professional development, and campus activities; record and distribute meeting notes or minutes when assigned.
Maintain reliable attendance, meet established timelines, and communicate promptly regarding delays, absences, coverage needs, or barriers to completing assigned work.
Recommend practical improvements to administrative processes, forms, records, office organization, and campus communications.
Perform other related duties as assigned to support effective school operations and learner success.