Admissions and Family Services Administrative Assistant

TrulyHired; Providence (RI); On-site; USD 36,000 - 48,000; Full time

Job summary

Paul Cuffee School is seeking an Admissions and Family Services Administrative Assistant to provide administrative and operational support for admissions, enrollment, family engagement, transportation, student meals, and facilities coordination.

You will work under the Manager of Admissions and Family Services across campuses, handling day-to-day processes, records, and customer service for students, families, staff, and partners.

Qualifications

• Associate's degree preferred; high school diploma or equivalent required.
• Minimum of three (3) years of progressively responsible administrative support experience, preferably in a school or nonprofit environment.
• Experience providing customer service and working with families preferred.
• Strong organizational, communication, and time management skills.
• Ability to manage multiple priorities while maintaining accuracy and confidentiality.
• Proficiency with Google Workspace and other administrative software.
• Bilingual (English/Spanish) preferred.

Responsibilities

• Process admissions and enrollment documentation according to established procedures.
• Maintain admissions records, waiting lists, and enrollment databases.
• Assist with student lotteries, acceptance processes, and enrollment tracking.
• Coordinate with School Nurses regarding health forms and enrollment documentation.
• Prepare admissions correspondence and enrollment communications.
• Order uniforms and enrollment materials for newly enrolled students.
• Assist in maintaining admissions statistics and supporting required reports.
• Assist in planning and coordinating admissions information sessions, Open Houses, and recruitment events.
• Respond to admissions inquiries and provide information to prospective families.
• Prepare admissions packets and promotional materials.
• Maintain admissions forms, publications, and outreach materials.
• Assist with parent meetings and school communications.
• Meet with families to support the enrollment process.
• Provide verbal and written translation services for families, as needed.
• Provide administrative office support and front office coverage when needed while maintaining confidentiality.
• Assist in coordinating family engagement events, workshops, and community programs.
• Support communication with families regarding school activities and engagement opportunities.
• Assist with volunteer coordination and community partnerships.
• Maintain participation records and other documentation related to family engagement initiatives.
• Review maintenance requests and operational support tickets each morning and prepare daily work lists for the Facilities & Maintenance Supervisor.
• Maintain the maintenance ticketing system by documenting updates, progress notes, and completion information provided by the Facilities & Maintenance Supervisor.
• Monitor the status of open maintenance requests and follow up with the Facilities & Maintenance Supervisor as needed to ensure ticket information remains current.
• Coordinate day-to-day transportation requests and communications with families, transportation providers, and school offices.
• Maintain transportation records, routing information, and operational documentation.
• Collect transportation data and assist in preparing reports and operational summaries.
• Assist in resolving routine transportation concerns and refer complex issues to the Manager.
• Support arrival and dismissal operations as needed.
• Coordinate meal applications and assist families with completing required documentation.
• Process student meal account information and related administrative records.
• Prepare and distribute food service communications to families.
• Maintain documentation related to student meal services.
• Assist with administrative tasks related to school nutrition program compliance and reporting.
• Provide administrative support to the Manager of Admissions and Family Services.
• Prepare correspondence, reports, spreadsheets, presentations, and other administrative documents.
• Maintain organized electronic and paper filing systems.
• Schedule meetings and assist with project coordination.
• Maintain confidentiality in all matters involving students, families, and staff.
• Perform other duties as assigned to support the operational needs of the school.

Skills

Organizational skills

Communication

Time management

Bilingual English/Spanish

Education

Associate's degree preferred

High school diploma or equivalent required

Tools

Google Workspace

Administrative software

Job description

Job Description

Paul Cuffee School, a K-12 public charter school of choice, educates a diverse community of students from the City of Providence, Rhode Island. We respect each individual and the world we share. This quality of our community is central to our mission. In the spirit of Paul Cuffee's life, we teach students to value and practice personal initiative, perseverance, and social responsibility. Our School accomplishes these goals through a rigorous academic program which, enriched with maritime experiences, fosters discovery and critical thinking. We prepare students for higher education, lifelong learning, and active citizenship. To learn more about our school, please visit us at www.paulcuffee.org

Reports To: Manager of Admissions and Family Services

Status: Non-Exempt, Union, 12-month position

Hours: Full-Time

Position Summary

The Admissions and Family Services Administrative Assistant provides administrative and operational support for the School's admissions, enrollment, family engagement, transportation, student meal program, and selected facilities coordination functions. Working under the direction of the Manager of Admissions and Family Services, the Assistant is responsible for carrying out day-to-day administrative processes, coordinating operational tasks, maintaining accurate records, and providing high-quality customer service to students, families, staff, and community partners.

The Assistant works collaboratively with school offices across all campuses and supports the efficient delivery of administrative services that directly impact students and families while assisting with operational coordination across the School.

Key Responsibilities

Admissions & Enrollment

1. Application & Enrollment Support

• Process student applications and enrollment documentation in accordance with established procedures.
• Maintain admissions records, waiting lists, and enrollment databases.
• Assist with student lotteries, acceptance processes, and enrollment tracking.
• Collect, review, and organize required enrollment documentation.
• Coordinate with School Nurses regarding required health forms and enrollment documentation.
• Prepare admissions correspondence and enrollment communications.
• Order uniforms and enrollment materials for newly enrolled students.
• Assist in maintaining admissions statistics and supporting required reports.

2. Recruitment & Outreach Support

• Assist in planning and coordinating admissions information sessions, Open Houses, and recruitment events.
• Respond to admissions inquiries and provide information to prospective families.
• Prepare admissions packets and promotional materials.
• Maintain admissions forms, publications, and outreach materials.

3. Family Support

• Assist with parent meetings and school communications.
• Meet with families to support the enrollment process.
• Provide verbal and written translation services for families, as needed.
• Provide administrative office support and front office coverage when needed while maintaining confidentiality.

Family Engagement

1. Program & Event Coordination

• Assist in coordinating family engagement events, workshops, and community programs.
• Support communication with families regarding school activities and engagement opportunities.
• Assist with volunteer coordination and community partnerships.
• Maintain participation records and other documentation related to family engagement initiatives.

Administrative Operations Support

1. Facilities & Operational Support

• Review maintenance requests and operational support tickets each morning and prepare daily work lists for the Facilities & Maintenance Supervisor.
• Maintain the maintenance ticketing system by documenting updates, progress notes, and completion information provided by the Facilities & Maintenance Supervisor.
• Monitor the status of open maintenance requests and follow up with the Facilities & Maintenance Supervisor as needed to ensure ticket information remains current.

Transportation & Student Services

1. Transportation Support

• Coordinate day-to-day transportation requests and communications with families, transportation providers, and school offices.
• Maintain transportation records, routing information, and operational documentation.
• Collect transportation data and assist in preparing reports and operational summaries.
• Assist in resolving routine transportation concerns and refer complex issues to the Manager.
• Support arrival and dismissal operations as needed.

2. Student Meal Program Support

• Coordinate meal applications and assist families with completing required documentation.
• Process student meal account information and related administrative records.
• Prepare and distribute food service communications to families.
• Maintain documentation related to student meal services.
• Assist with administrative tasks related to school nutrition program compliance and reporting.

Administrative Support

• Provide administrative support to the Manager of Admissions and Family Services.
• Prepare correspondence, reports, spreadsheets, presentations, and other administrative documents.
• Maintain organized electronic and paper filing systems.
• Schedule meetings and assist with project coordination.
• Maintain confidentiality in all matters involving students, families, and staff.

Additional Responsibilities

• Perform other duties as assigned to support the operational needs of the school.

Qualifications

Education & Experience

• Associate's degree preferred; high school diploma or equivalent required.
• Minimum of three (3) years of progressively responsible administrative support experience, preferably in a school or nonprofit environment.
• Experience providing customer service and working with families preferred.
• Strong organizational, communication, and time management skills.
• Ability to manage multiple priorities while maintaining accuracy and confidentiality.
• Proficiency with Google Workspace and other administrative software.
• Bilingual (English/Spanish) preferred.

Working Conditions

• Standard school office environment with frequent interaction with students, families, staff, vendors, and visitors.
• Frequent movement between school campuses as needed.
• Occasional evening attendance at school events.
• Extended periods of computer work, standing, walking, and lifting materials up to 25 pounds.

Welcome to ATX Learning

Established in 2001, Paul Cuffee School is a K-12 public charter school of choice that educates a diverse community of more than 800 students from the City of Providence, Rhode Island. We respect each individual and the world we share. This quality of our community is central to our mission, which is as follows: In the spirit of Paul Cuffee's life, we teach students to value and practice personal initiative, perseverance, and social responsibility. Our School accomplishes these goals through a rigorous academic program which, enriched with maritime experiences, fosters discovery and critical thinking. We prepare students for higher education, lifelong learning, and active citizenship.

Students are admitted by a state mandated, randomized public lottery. Siblings and children of employees who live in Providence are given a waiting list preference. More than 90% of our predominantly low-income urban population identifies as BIPOC, and 13% have diagnosed special needs. Social and civic responsibility, life-long learning, and academic achievement distinguish our community as does our inclusive school culture, small class sizes and differentiated instruction. In 2022, Paul Cuffee High School was ranked by US News and World Report among the top ten public high schools in Rhode Island. While we are proud of this recognition, we are committed to improving student outcomes every year and work together to ensure that every student is receiving high quality instruction, standards-aligned curriculum, and the educational resources and learning experiences they need to develop their full potential.