Communications & Administrative Assistant

Columbia Grammar & Preparatory School; New York (NY); On-site; USD 50,000 - 80,000; Full time

Job summary

An established educational institution seeks a dedicated Communications/Administrative Assistant to enhance community engagement and support divisional leaders. This role involves crafting communications, managing administrative tasks, and capturing the vibrant life of the school through events. With a focus on collaboration and effective communication, you'll play a vital part in fostering a supportive environment for students, families, and staff. Join a dynamic team committed to nurturing student success in a warm and inclusive atmosphere, where your contributions will make a meaningful impact.

Benefits

Comprehensive medical, dental & vision plans

Free breakfast & lunch when school is in session

Generous holiday schedule

Flexible Spending Accounts

8% Annual Employer Contribution to retirement

Discounted parking

Enhanced Short Term Disability Coverage

Low cost additional benefits

Free vision coverage

Basic Life Insurance

Qualifications

• 3-5 years of administrative experience in a school setting preferred.
• Strong ability to communicate effectively with parents and colleagues.

Responsibilities

• Coordinate content and write articles for the weekly family newsletter.
• Manage administrative report card duties and update Google forms.
• Attend Grammar School events and capture moments through photos and videos.

Skills

Written Communication

Verbal Communication

Attention to Detail

Confidentiality

Organization

Education

Bachelor's Degree

Tools

Google Suite

Veracross

Composer

Job description

COMMUNICATIONS/ADMINISTRATIVE ASSISTANT

The Communications/Administrative Assistant will work closely with the Grammar School Divisional Director to develop branded communications, through an equity lens to the overall Grammar School community including faculty, staff and families. The Coordinator will be expected to attend and engage in Grammar School events in order to capture moments that depict the day-to-day life and vitality of the School. This role will also serve as administrative support for divisional leaders.

Duties & Responsibilities

Communications Coordinator Duties

• Work with divisional staff to coordinate content and write articles, commentary, etc. for the weekly family newsletter sent through Veracross every Friday.
• Create, edit and send annual welcome letters to new families.
• Create mail merges to develop individualized communications including, but not limited to, class placement emails, report card notices, parent/teacher conference registrations, after school program information, A3SC program registrations, etc.
• Update GS Hub with all necessary information through Google sites
• Update, edit and troubleshoot all divisional Google forms
• Work with Sunrise Program Coordinators, After School Coordinator and After 3 Social Coordinator each trimester to develop registration and confirmation communications through Composer and update the CGPS parent portal website with applicable information.
• Manage all parent/teacher conference setup in Veracross, which includes creating all teacher accounts, adding photos for each new teaching cohort and cross checking list with centralized spreadsheet provided by IT with all teachers and zoom links.
• Manage administrative report card duties including updating all criteria in Veracross, uploading teacher “blurbs” and reviewing each of the student report cards to identify any discrepancies or errors.
• Attend all Grammar School events, taking photos, videos and posting on various platforms.
• Engage with other School Communications staff to highlight specific events at the Grammar School.

General Administrative Duties

• Work closely with other administrative assistants on various divisional day-to-day projects.
• Coordinate coverage for absent teachers, specialists, field day coverages with specialties and classroom assistance.
• Coordinate logistics with all substitute teachers including review and approval of substitute teacher time sheets.
• Manage all food and drink orders from Flik including bagel Fridays, open school nights, conference days, field days and other times when faculty are present during off hours.
• Coordinate all food service and AV setups for faculty meetings and coffee talks.
• Keep inventory and order any necessary supplies for faculty rooms, classrooms, etc.
• Complete all maintenance, tech and cleaning requests for classrooms and collaboration spaces.
• In conjunction with the Assistant Director, provide assistance with evaluations including submission through Docusign and coordinate schedules with AD and teacher/specialist.
• Tracking laptops issued to substitute teachers.
• Coordinate scholastic book order for Grammar School annually.
• Maintenance of copier, printer and laminator. Schedule service appointments as necessary.
• Develop slide shows and event videos which includes filming, editing and sharing with the CGPS community.
• Handle various logistics including food orders, schedule coordination, setup areas for important events such as welcome back night, open school nights, grade level parents cocktail receptions, PJ day, heritage festival, field day, 3rd grade drama & movement share, book fair, used book exchange, 4th grade promotion ceremony, move up day, end of year bash, etc.
• Any additional duties as assigned by the Grammar School Division Director.

Qualifications

• Bachelor’s degree is required
• 3-5 years of administrative experience; preferably in a school setting
• Very strong written and verbal communication skills
• Ability to communicate effectively and establish rapport with parents and colleagues
• Attention to detail and the ability to work with sensitive, confidential information
• Ability to work independently, set priorities and manage competing demands
• Ability to maintain confidentiality and discretion with regard to students, faculty, staff and families.

Work Hours

• Monday through Friday 7:45 a.m.-3:30 p.m. This is a 12 month position.

Compensation

The salary range for this position is$50,000-$80,000 based on completed degree programs and years of experience. We also offer a warm and supportive culture as well as exceptional benefits including but not limited to:

• Comprehensive medical, dental & vision plans with a free medical coverage option for employee only coverage
• Free vision coverage
• Flexible Spending Accounts for Medical, Dependent Care, Parking & Transit
• 8% Annual Employer Contribution to retirement after one year of full time service
• Basic Life Insurance
• Enhanced Short Term Disability Coverage
• Long Term Disability Coverage
• Low cost additional benefits including voluntary life insurance, critical illness coverage and pet insurance
• Additional Aflac policies
• Free breakfast & lunch when school is in session
• Discounted parking
• Generous holiday schedule, sick and personal time

CGPS MISSION STATEMENT

CGPS nurtures each student’s unique passions and talents inside and outside the classroom, unifying and inspiring members of its community in a rigorous but relaxed learning environment, preparing them for the finest colleges and instilling in them the confidence, ethical values and sense of purpose to embrace challenges, to achieve their dreams and to improve the world.

Columbia Grammar & Preparatory School is an equal employment opportunity employer. Employment on the basis of race (including hairstyle), color, religion, creed, ancestry, sex, sexual orientation, gender and gender identity, gender expression, national origin, alienage, age, pregnancy, marital/partnership status, immigration or citizenship status, status as a veteran or active military service member status, disability, genetic predisposition, status as a victim of domestic violence, prior arrest or conviction record, caregiver status, credit history, salary history, unemployment status, sexual or reproductive health decisions, or any other characteristic or status protected by applicable law (collectively, the “Protected Characteristics”).