Administrative Assistant
START DATE: Immediate
ABOUT ACADEMICS WEST
Academics West is an accredited K–12 high support, college-preparatory school that provides a flexible and supportive learning environment and therapeutic milieu for students who exhibit social-emotional challenges and/or learning differences. Clinically Informed Academics® (CIA) is an approach infused throughout our curriculum that considers the whole student to formulate effective, individualized learning strategies. This approach combines clinical knowledge with academic interventions to help students improve beyond what traditional methods can achieve.
POSITION SUMMARY
The primary function of the Administrative Assistant is to support the daily operations of the Academics West Brooklyn location. This individual serves as the first point of contact for students, families, staff, and visitors by managing the front desk, tracking student attendance, and fielding phone calls. The Administrative Assistant also supports the administrative staff with general operations and provides basic office operations support. The ideal candidate is organized, dependable, warm, and professional, and is motivated to contribute to a welcoming and well-run school environment. This position reports directly to Program Director.
RESPONSIBILITIES:
Front Desk Management
- Serve as the first point of contact for students, families, staff, and visitors, providing a warm and professional welcome.
- Manage visitor sign-in and sign-out procedures in accordance with school safety protocols.
- Support student arrival and dismissal procedures at the front desk.
- Receive and distribute mail, deliveries, and packages.
- Maintain a clean, organized, and welcoming reception area.
- Notify appropriate staff promptly of visitor arrivals, scheduled appointments, and any concerns at the front desk.
Student Attendance
- Record and track daily student attendance, including absences, late arrivals, and early dismissals.
- Communicate with families regarding absences and lateness in accordance with school policy.
- Notify relevant administrative, academic, and clinical staff of attendance concerns or patterns in a timely manner.
Phone and Communication Support
- Answer and direct incoming phone calls in a courteous and professional manner.
- Take accurate messages and route them to the appropriate staff member promptly.
- Respond to general inquiries from families, referral sources, and the public, directing admissions and other specialized questions to the appropriate department.
- Monitor and manage the front desk email inbox and voicemail.
- Maintain confidentiality of student, family, and school information at all times.
Administrative and General Operations Support
- Support administrative staff with the daily operations of the Brooklyn location.
- Assist with scheduling meetings, appointments, school tours, and events.
- Prepare, copy, and distribute documents, forms, and school communications.
- Assist with data entry, filing, and maintaining organized records.
- Support the coordination of school-wide events and community activities as needed.
- Perform other administrative duties as assigned.
Office Operations
- Monitor and maintain inventory of office supplies and submit orders as approved.
- Ensure office equipment (e.g., printers, copiers, phones) is functioning and report maintenance or facility issues to the appropriate staff.
- Keep common office areas organized and orderly.
- Follow and support school safety, emergency, and operational procedures.
QUALIFICATIONS
- High school diploma or equivalent required; associate or bachelor’s degree preferred.
- Prior experience in an administrative, reception, or front desk role, preferably in a school setting.
- Excellent interpersonal and verbal communication skills, with a warm and professional demeanor.
- Strong organizational skills and attention to detail.
- Ability to multitask and remain calm in a fast-paced environment.
- Proficiency in Microsoft Office (Outlook, Word, Excel).
- Interest in working with children and adolescents with social-emotional and/or learning needs is a plus.
WORK HOURS
Monday through Friday, 8:00am – 4:00pm, on site at the Brooklyn location. Hours may vary based on school events throughout the year.
Academics West is an independent high-support college preparatory program that provides customized educational and social-emotional support for students who need an intimate and nurturing environment. Unlike conventional education, this innovative model enables students to prepare for an ever-changing world that requires young people to have advanced executive functioning, interpersonal and leadership skills. At Academics West we engage students to become independent, resilient, and self-valuing adults. Most importantly, we encourage our students to become heroes of their own story.