| HudsonWay Immersion School (HWIS) is a progressive pre-K through Grade 8 Mandarin and Spanish Immersion School founded 15 years ago in the NJ/NY area. The school’s mission is to prepare students with the knowledge, skills and character to become global contributors and citizens of the world. The school has expanded its NY location to a new facility that can support a doubling of enrollment from approximately 100 to over 200 students. Our values are excellence, respect, teamwork, integrity, communication, innovation, transparency, customer service, and accountability. HWIS has a strong academic reputation. Students perform well above average and are accepted at top tier independent schools. HWIS is seeking an Office Administrator and Executive Assistant to the Head of School (HOS). This key position supports school leadership in managing the NY school administration and communications. The Office Administrator is responsible for reception, school communications, calendar for Head of School, management of student and employee files, supply acquisition, facilities and service coordination. He/she also provides administrative support for marketing and admissions. Specific Responsibilities: Students - Greet and assist all school callers and visitors.
- Present for student daily Greet and Dismissal
- Maintain student files, and assist with student registration; maintain all student lists re: allergies, permissions, special requests, etc.
- Coordinate and execute student and family events (Movie night, etc.) and help conduct "Field Day"
- Organizes Field Trips
- Prepare/compile and distribute periodic communications to parents, either in writing, via email, or via bulletin boards.
- Assist students and staff with minor medical needs.
Administration - Receive and distribute mail; Takes daily attendance of teachers.
- Inventory, order, and stock supplies for office, health and safety, and teaching supplies.
- Ensure proper operation of all office equipment, using outside vendors when needed.
- Maintain automated school notification system.
- Compile and distribute report cards and student attendance records.
- Assist in scheduling and set-up of meetings and events (i.e.; Summer Institute, etc.).
- Coordinate calendar for HOS.
- Work with Marketing, Accounting, HR, and Admissions.
- Orders Substitutes as needed.
Facilities - Help ensure common areas are organized.
- Ensure school is in compliance with all licensing requirements, including inspections, drills and safety systems testing, best/safe practices, maintenance, and documenting compliance with all operational requirements.
- Act as liaison with landlord. Oversee facilities.
Admissions/Marketing - Support admissions with coordination of open houses, scheduling student and parent visits.
- Provide editorial support on progress reports and other internal/external communications
- Manage ex-missions process in collaboration with teachers and director. Track student’s new location.
General - Support Company initiatives.
- Maintain compliance with all company policies and procedures.
- Perform other related duties as assigned by HOS.
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