Administrative Assistant

Academics West, LLC; New York (NY); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Great work environment

401(k)

Bonus based on performance

Dental insurance

Health insurance

Paid time off

Parental leave

Vision insurance

Job summary

Academics West Brooklyn is seeking an Administrative Assistant to support daily operations at the front desk, manage attendance records, and assist with routine office tasks. The role requires warmth, organization, and professionalism to contribute to a welcoming school environment.

The candidate will answer calls, route inquiries, coordinate scheduling, and maintain confidential records in a busy K-12 setting, reporting to the Program Director. Hours are on-site, Monday to Friday, 8:00am–4:00pm.

Qualifications

• High school diploma or equivalent required; association preferred for advancement.
• Prior administrative/front desk experience, preferably in a school setting.
• Proficiency with Microsoft Office and common office software.

Responsibilities

• Front Desk Management: greet students and guests, manage sign-in/out, maintain reception area.
• Student Attendance: record daily attendance, note absences or tardiness, communicate with families.
• Phone and Email Support: answer calls, route inquiries, monitor inbox and voicemail while keeping information confidential.
• Administrative and General Operations Support: assist staff with scheduling, filing, and routine docs.
• Office Operations: manage supplies, fix basic equipment issues, support events and safety procedures.

Skills

Interpersonal skills

Organizational skills

Multitasking

Education

High school diploma

Associate degree

Bachelor's degree preferred

Tools

Microsoft Office

Job description

Benefits

• Great work environment
• 401(k)
• Bonus based on performance
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Administrative Assistant

START DATE: Immediate

ABOUT ACADEMICS WEST

Academics West is an accredited K–12 high support, college-preparatory school that provides a flexible and supportive learning environment and therapeutic milieu for students who exhibit social-emotional challenges and/or learning differences. Clinically Informed Academics® (CIA) is an approach infused throughout our curriculum that considers the whole student to formulate effective, individualized learning strategies. This approach combines clinical knowledge with academic interventions to help students improve beyond what traditional methods can achieve.

POSITION SUMMARY

The primary function of the Administrative Assistant is to support the daily operations of the Academics West Brooklyn location. This individual serves as the first point of contact for students, families, staff, and visitors by managing the front desk, tracking student attendance, and fielding phone calls. The Administrative Assistant also supports the administrative staff with general operations and provides basic office operations support. The ideal candidate is organized, dependable, warm, and professional, and is motivated to contribute to a welcoming and well‑run school environment. This position reports directly to Program Director.

RESPONSIBILITIES

Front Desk Management

• Serve as the first point of contact for students, families, staff, and visitors, providing a warm and professional welcome.
• Manage visitor sign-in and sign-out procedures 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 promptly of visitor arrivals, scheduled appointments, and any concerns at the front desk.

Student Attendance

• Record and track daily student attendance, including absences, late arrivals, and early dismissals.
• Communicate with families regarding absences and lateness in accordance with school policy.
• Notify relevant administrative, academic, and clinical staff of attendance concerns or patterns in a timely manner.

Phone and Communication Support

• Answer and direct incoming phone calls in a courteous and professional manner.
• Take accurate messages and route them to the appropriate staff member promptly.
• Respond to general inquiries from families, referral sources, and the public, directing admissions and 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 at all times.

Administrative and General Operations Support

• Support administrative staff with the daily operations of 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 the coordination of school-wide events and community activities as needed.
• Perform other administrative duties as assigned.

Office Operations

• Monitor and maintain inventory of office supplies and submit orders as approved.
• Ensure office equipment (e.g., printers, copiers, phones) is functioning and report maintenance or facility issues to the appropriate staff.
• Keep common office areas organized and orderly.
• Follow and support school safety, emergency, and operational procedures.

QUALIFICATIONS

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Prior experience in an administrative, reception, or front desk role, preferably in a school setting.
• Excellent interpersonal and verbal communication skills, with a warm and professional demeanor.
• Strong organizational skills and attention to detail.
• Ability to multitask and remain calm in a fast‑paced environment.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Interest in working with children and adolescents with social-emotional and/or learning needs is a plus.

WORK HOURS

Monday through Friday, 8:00am – 4:00pm, on site at the Brooklyn location. Hours may vary based on school events throughout the year.