Assistant Director

Future Pathways Academy; United States; On-site; USD 60,000 - 90,000; Full time

Job summary

Future Pathways Academy is seeking a highly organized Assistant Director to manage daily operations, support the Executive Director, and ensure front office systems run smoothly. The role focuses on coordinating calendars, enrollment, staff support, and timely communication with families and visitors.

Ideal candidates are detail-oriented, adaptable in a fast-paced environment, maintain confidentiality, and enjoy helping teams function efficiently.

Qualifications

• Candidate must be exceptionally organized with strong attention to detail.
• Ability to thrive in a fast-paced, dynamic environment and anticipate needs.
• Professional and warm communication with children, families, staff, and visitors.
• Demonstrates sound judgment, discretion, and confidentiality in handling sensitive information.
• Shows initiative, flexibility, and a solutions-oriented mindset.
• Enjoys supporting others behind the scenes to help the Academy operate at its best.

Responsibilities

• Coordinate the day-to-day administrative operations of the Academy.
• Serve as the primary administrative support to the Executive Director.
• Maintain calendars, schedules, and records; manage meetings and key deadlines.
• Coordinate enrollment paperwork and maintain student records.
• Answer calls, emails, and inquiries in a professional, welcoming manner.
• Provide front office support and help with family communications and tours.

Skills

Exceptionally organized

Detail-oriented

Fast-paced environment

Professional communication

Discretion & confidentiality

Initiative & problem-solving

Job description

Job Description

Salary:

Assistant Director

Reports To: Executive Director

FLSA Status: Exempt

Employment Status: Full-Time

Position Summary

Future Pathways Academy is seeking a highly organized, proactive, and service-oriented Assistant Director to help ensure the Academy operates smoothly each day.

At Future Pathways Academy, we believe children thrive when educators are supported, families feel welcomed, and strong systems are in place. We are committed to creating a safe, organized, and nurturing environment where children, families, and employees can flourish.

The Assistant Director serves as the primary administrative partner to the Executive Director and is responsible for coordinating the Academy's daily operations, overseeing front office operations, supporting Academy staff, and ensuring the administrative systems, communication, and organization behind the scenes are executed with excellence. By keeping the Academy running efficiently each day, the Assistant Director allows the Executive Director to focus on leadership, staff development, family engagement, and the Academy's long-term vision.

Our Ideal Candidate

We're looking for someone who enjoys supporting others and takes pride in creating organized, efficient, and welcoming environments where children, families, and educators can thrive. Our ideal candidate:

• Is exceptionally organized and detail-oriented.
• Thrives in a fast-paced environment where every day is different.
• Anticipates needs and enjoys keeping people, projects, and priorities organized.
• Communicates professionally and warmly with children, families, staff, and visitors.
• Demonstrates sound judgment, discretion, and confidentiality.
• Approaches challenges with flexibility, initiative, and a solutions-oriented mindset.
• Enjoys supporting others behind the scenes while helping the Academy operate at its best.
• Wants to help build a mission-driven Academy that positively impacts children and families.
  

Essential Duties & Responsibilities

Academy Administration

• Coordinate the day-to-day administrative operations of the Academy.
• Serve as the primary administrative support to the Executive Director.
• Maintain Academy calendars, schedules, records, filing systems, and administrative processes, including meetings, events, licensing deadlines, and other key operational dates.
• Coordinate meetings, maintain agendas, and assist the Executive Director with follow-up on operational priorities.
• Coordinate student enrollment, registration, and required documentation.
• Monitor student attendance and maintain accurate records.
• Prepare reports, correspondence, forms, and other administrative documents.
  
• Answer incoming calls, emails, and general inquiries in a professional, welcoming, and timely manner.
• Respond to day-to-day operational issues and coordinate timely solutions to support uninterrupted Academy operations.
  

Classroom Operations & Staff Support

• Coordinate daily classroom staffing to ensure child-to-staff ratios are maintained throughout the day.
• Arrange substitute coverage and adjust staffing assignments in response to employee absences or changing operational needs.
• Provide classroom coverage as needed to ensure continuity of care and compliance with Oregon licensing requirements.
• Support teachers during classroom transitions, breaks, and other operational needs.
• Monitor classroom staffing needs throughout the day and proactively address scheduling or coverage challenges.
• Serve as the administrator on duty during assigned opening and closing shifts, ensuring the Academy is fully prepared for daily operations and secured at the end of the day.
• Proactively identify and resolve operational barriers so teachers can focus on providing exceptional learning experiences for children.
  

Front Office & Administrative Support

• Welcome children, families, visitors, and community partners with professionalism and warmth.
• Answer incoming calls, emails, and general inquiries, directing questions to the appropriate staff member.
• Coordinate family tours and enrollment appointments on behalf of the Executive Director.
• Assist with enrollment paperwork and maintain accurate student records.
• Coordinate and distribute parent communications, newsletters, announcements, and Academy correspondence.
• Maintain a welcoming, organized, and professional front office environment.
• Escalate parent concerns and sensitive matters to the Executive Director as appropriate.