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.
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.
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.
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.
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.
Support Company initiatives.
Maintain compliance with all company policies and procedures.
Perform other related duties as assigned by HOS.
College degree with 3-5 years administrative experience required.
NY School experience highly preferred.
Strong customer-service skills, and ability to interact effectively with all a diverse group of visitors, faculty, students and staff necessary.
Excellent verbal and written communication skills required. Pleasant Phone manner needed.
Must be highly organized with attention to detail and the ability to multi-task.
Deadline driven with solid time management abilities required.
Proficient with Microsoft Office suite, SharePoint, and e-mail marketing tools required.
Must be proactive with a sense of urgency.
Must have a positive attitude and be a team player.
Interest in an education related environment and/or the ability to speak Mandarin or Spanish a plus.
Please send cover letter, including salary requirements, and resume for consideration.
We regret we cannot respond to every applicant. Only those of interest will be contacted. Thank you for your interest in HWIS.