Upper School Administrative Assistant & Project Manager
Brooklyn Friends School (BFS), a vibrant PreK-12 Quaker school in Downtown Brooklyn seeks an experienced administrative assistant and project manager to serve as the Upper School Administrative Assistant and Project Manager. The USAA will help guide the efficient operation of the Upper School by meeting the administrative needs of upper school programs and providing direct administrative assistance to the Head of Upper School.
Guided by our mission, core values, and Upper School Guiding Principles, BFS provides an inclusive learning environment in which a vigorous grades 9-10 academic program and grades 11-12 International Baccalaureate program cultivate compassion, intellectual curiosity and inquiry, and confident changemakers. We seek a joyful, resourceful, open-minded, and flexible individual able to manage and navigate administrative responsibilities within a fast-paced, dynamic community of teachers, young people, and their families.
The position of Upper School Administrative Assistant and Project Manager (USAA) is central to the effective operation of the division––from ensuring the safe whereabouts of students through attendance to answering communications and following through on multiple tasks in an efficient and timely manner. The USAA is also responsible for helping with the organizational and academic development efforts of the Head of Upper School; processing, coordinating, and maintaining the organization of confidential materials and the daily correspondence of the Head of Upper School as well as accurately keeping the Head of Upper School’s calendar. The successful candidate will not only learn existing systems and structures quickly, but will demonstrate resourcefulness by designing efficient support and administrative structures. The USAA also assists with the organization and maintenance of records and the filing of reports, ensures absolute confidentiality of information, files, and records, and coordinates all school retreats, field studies, and divisional events as well as other duties as assigned by the Head of Upper School.
Specific Qualifications and Skills
Bachelor’s degree is preferred and three to five years experience performing, at an executive level, the duties and responsibilities associated with this position. Must possess strong organizational, problem solving, computer application skills, particularly with Senior Systems, Blackbaud, or Veracross, MyBackPack, and PLearning, in addition to proficient and excellent verbal and written communication; consistent, professional, and welcoming interpersonal skills.
Duties and Responsibilities
Represents and serves as a model of the BFS mission, Core Values, and Upper School Guiding Principles and demonstrates professional, consistently welcoming and joyful conduct in all communications and interactions with all constituents and community members both inside the school’s campuses and in the community outside the school’s campuses.
Maintains the Head of Upper School (HOUS) calendar.
Maintains appropriate relationships, notifying the HOUS of any issues of concern.
Assists HOUS with all day-to-day operations and serves as the executive assistant of the HOUS.
Maintains a neutral position in the school and the confidentiality of the HOUS and division.
Collaborates with the Assistant Head of Upper School/IB Coordinator to coordinate the Upper School’s International Baccalaureate academic program for juniors and seniors.
Maintains all divisional calendars.
Arranges substitute coverage for teachers.
Ensures the accurate recording of student attendance, manages the attendance system, and communicates with families, students, and colleagues about student attendance.
Keeps record of teaching colleagues’ personal, sick, and other days absent.
Organizes Upper School events like parent-teacher conferences, US Colloquia, Curriculum Night.
Reconciles Upper School budget monthly and maintains an organized system for budget accountability.
Organizes, posts, and distributes weekly, monthly, annual, and other regular communication publications for faculty, students, and families, e.g., US Weekly, US Digest, US Daily News, and US Parent and faculty/staff dashboards, student/family email broadcasts.
Maintains current student records and files (hard copy and Senior Systems).
Maintains US database (Senior Systems).
Coordinates requests for school records from/to families, schools, and other governing bodies.
Performs course audits and maintains a system for tracking scheduling changes and course sign-ups.
Responsible for ordering and purchasing.
Assists with book inventories.
Coordinates divisional meetings; takes and posts minutes at colleague and other divisional meetings.
Coordinates, proofreads, and edits report cards and teaching colleague/student schedules (in Senior Systems).
Updates and prepares division-specific information: handbooks, directories, calendars, etc.
Coordinates Commencement events: invitations, venue, Baccalaureate, prom, etc.
Coordinates other meetings as assigned or approved by the HOUS.
Distributes transportation passes, work permit information, and US PSAT, SAT, and ACT test information.
Collaborates with Assistant Head of Upper School and other US Leadership Team members to organize on-site testing, Grade 9 Pre-Treat Orientation, Minimester, Grade 11 Field Study, and other annual events.
Assists college Counseling office with mailing materials.
Serve as liaison to parent/guardian body.
Provide messages to students and faculty.
Greet visitors and maintain a neat and clean Upper School reception area.
Maintain an orderly, neat, and clean USAA space and the organizational system for Upper School and USAA files.
Maintain and order supplies, and provide guidance and support for faculty ordering supplies.
Maintain the Lawrence Street conference room calendar.
Maintain the Lawrence Street campus and serve as liaison to the Facilities and Maintenance departments and submit work request tickets when necessary.
Serve as liaison to the cafeteria for the ordering of refreshments for division/US PAT events.
Maintain supply of forms for faculty use.
Photocopy petty cash, check requests, sub timesheets, and end-of-year orders and submit to the business office.
Serve as fire drill “Sweeper.”
Carry out general clerical duties: type, file, copy, fax, digitize, and pick up and distribute mail, communications, etc.
Serves as US support and Enrollment Management coordinator by working with EM and the Upper School Leadership Team to:
Work with the Team to provide EM with monthly report on student Ambassadors’ progress, academic standing, and social-emotional wellbeing; coordinates tours/events scheduling
Perform other duties as assigned.
Reports to: Head of Upper School
This position is a full-time position with work during portions of school breaks including the summer months.
To apply, please send a cover letter describing your experience and interest, a curriculum vitae, and a list of three references to the Head of Upper School at email@example.com. Only electronic applications will be accepted. Applications accepted until position is filled.