Administrative Assistant, Lower School Office

Trinity School; New York (NY); On-site; USD 65,000 - 72,000; Full time

Job summary

Trinity School seeks a full-time Lower School Administrative Assistant on the Upper West Side of Manhattan to support the Lower School Office. The role focuses on customer service, logistics, and document management, reporting to the Lower School Principal and Assistant Principal.

The ideal candidate has a Bachelor's degree and at least three years of administrative experience, with excellent organizational and communication skills and proficiency in Microsoft Office and Google Suite.

Qualifications

• Bachelor's degree required.
• Minimum of three years of administrative office experience, preferably in an educational setting.
• Detail-oriented with strong organizational and communication skills.
• Proficient with technology and software applications, including Microsoft Office and Google Suite.

Responsibilities

• Provide customer service to the Lower School Office, families, and staff.
• Manage the Lower School calendar, room reservations, and logistics for meetings.
• Oversee distribution of class lists, homeroom contacts, and conference materials.
• Maintain filing systems and document management for the Lower School Office.
• Support faculty with event planning, communications, and supply orders.

Skills

Administrative experience

Strong communication

Microsoft Office

Google Suite

Education

Bachelor's degree

Tools

Microsoft Office

Google Suite

Job description

Trinity School, a co-educational K-12 institution located on the Upper West Side of Manhattan, seeks a full-time Lower School Administrative Assistant starting immediately.

Position Summary

Reporting to the Lower School Principal and Assistant Principal, this position is responsible for customer service, logistics, and school documents inthe Lower School Office.

Primary Responsibilities

Customer Service

• Provide customer service to the Lower School Office, faculty, staff, and families joyfully offering assistance and solving problems;
• Be the welcoming presence as the first place to stop in the Lower School Office;
• Answer daily phone calls and emails from parents;
• Screen and approve snacks that come from families for the classrooms;
• Deliver materials to children that land in the Lower School Office;
• Order supplies for the Lower School Office;
• Manage the Lost and Found;
• Maintain a well-organized Lower School Office so that the Lower School presents itself as a professional space; and
• Facilitate communication between the Lower School Office and other Trinity offices.

Logistics

• Oversee the Lower School Principal’s calendar and manage all appointments promptly;
• Manage room reservations and coordinate technology set-ups to support all scheduled meetings;
• Organize and oversee summer mailings to families and faculty and help facilitate back-to-school meetings in June, July, and August;
• Oversee the creation and distribution of class lists, homeroom contact information, birthday lists, faculty listings, and other documents;
• Represent the Lower School in logistical meetings such as fire drill scheduling;
• Collaborate with Security for family ID badges;
• Track daily attendance;
• Manage buses, arrivals and dismissals.
• Communicate with the bus drivers and manage the bus stops, the bus riders, and communications with families;
• Organize All School Chapel chaperones and related communications to the Lower School faculty;
• Collaborate with the Registrar regarding the transfer of student documents;
• Manage and communicate homeroom and special subject teachers’ conference sign-up schedules and conference notes;
• Cover lunch duties as needed;
• Collaborate with facilities regarding event set-ups, such as faculty meetings and parent gatherings; and
• Order food for faculty meetings, field trips, curriculum nights, and conferences.

Document Management

• Manage report writing schedule of editing, TigerNet, and publishing;
• File hard copies of reports promptly post publishing the reports;
• Share conference notes form with faculty, collect notes, and file notes;
• Manage files, updating classes each year and moving files on to the Middle School; and
• Track student evaluations that come to the Lower School Office and provide the Lower School Principal with copies.

Other Duties

• Contribute to the planning and execution of Lower School Office special events and projects; and
• Other duties assigned by the Lower School Principal and Assistant Principal.

Education and Experience

• A Bachelor's degree is required;
• A minimum of three years of administrative office experience, preferably in an educational setting;

• Must be detail-oriented and have the ability to work efficiently to meet deadlines;
• Excellent organizational and communication skills;
• Proficiency with technology and software applications, including Microsoft Office and Google Suite;
• Strong problem-solving skills and the ability to work independently;
• Enjoy building connections with families;
• Must have great follow-up abilities;
• Find delight in children;
• High energy and enthusiasm for school life;
• Must be able to collaborate with colleagues, have a great sense of humor, and demonstrate patience and warmth; and
• Must have a strong work ethic and a commitment to the School’s mission.

The work hours of this position are 8:00 AM – 4:00 PM (must be able to work occasional overtime to be determined in consultation with the Lower School Principal). The responsibilities of this position are fulfilled in person, on campus.

An Equal Opportunity Employer, Trinity School seeks candidates who will add to the diversity of our school community.

Salary Range: $65,000 - $72,000 (salary based upon, but not limited to, relevant experience and expertise; salary to be pro-rated based on start date)