Administrative Assistant
hace 12 días
Chappaqua
Job Description Religious School Administrative Assistant (Part-Time) Job Location: Northern Westchester, NY (on-site) Hours/Schedule: Part-time, approximately 24 hours per week, paid hourly. Monday 12:30 pm-8:30 pm, Tuesday 1:00 pm-6:30 pm and Thursday 12:30 pm-6:15 pm, plus a mid-week catch-up day (either Wednesday or Friday 12:30 pm-6:15 pm). The office is closed during three school breaks and two weeks in the summer. Salary/Pay Rate: $25–$28 per hour Job Type: Temp-to-hire, or direct hire Overview A large, well-established congregation in Northern Westchester is looking for an organized, adaptable administrative professional to keep its religious school office running smoothly. With approximately 450 students, the school is a lively place, and you will be the go-to person for families, teachers and school leadership, handling calendars, communications, data and day-to-day logistics. The school year is already up and running: students are enrolled, classes and teachers are set, and you will join a team of colleagues who know the building well. The busiest start-of-year stretch is behind us, and training on the school's database is provided, so what matters most is your organization, your people skills and your willingness to learn. If you enjoy variety, like being the person who keeps things moving, and are comfortable switching gears when something comes up, this is a rewarding part-time role with a schedule built around the school day. Responsibilities Calendar, Communication & Data • Maintain all religious school calendars and coordinate them with the organization's overall calendar, • Manage the school's database (CRM): keep student and family information accurate and run reports such as class lists, check-in sheets and attendance sheets, • Create and send emails, letters and flyers to parents and students, including mass emails sent directly from the database, • Support registration and enrollment, follow up with families, and coordinate with the accounting department on tuition billing and payment status, • Support the school's educator and assistant principal by scheduling appointments and handling written communication on their behalf Office & Program Logistics, • Keep the school office organized, well-managed and welcoming, • Order weekly food and snacks for school activities, plus office and classroom supplies, • Help teachers with supply and photocopying needs, and troubleshoot basic office equipment issues, • Set up classrooms and work with the maintenance team to make sure rooms are ready, • Prepare field trip permission forms and coordinate busing, • Hand off the front desk at the end of the week so everything is prepared for Sunday sessions, • Work closely with the broader staff to support the overall functioning of the organization Administrative Finance & Payroll Support, • Match invoices to the correct account (approximately 10 accounts), complete check requests, obtain signatures and submit them for payment; no budget or general ledger responsibility, • Track extra hours, substitute coverage and pay adjustments for approximately 40 teachers in an Excel spreadsheet, using staff-submitted Google Forms, and verify the calculations (payroll entry is handled by the bookkeeper) Requirements, • Prior administrative or office experience, ideally in a school, nonprofit or other busy, people-focused setting, • Strong organization and the ability to prioritize and keep work moving amid frequent interruptions and last-minute requests, • Excellent communication and interpersonal skills, with comfort speaking with children of all ages, parents and colleagues, • Initiative to anticipate programming needs, not just react to them, • Proficiency in Microsoft Word, Outlook and Excel (comfortable learning simple formulas such as totals) and Google Drive, • Prior database experience and comfort learning a new system through hands-on training and instructional videos, • Helpful but not required: mail merge, email marketing, creating online forms, and basic website updates, • Ability to pass reference and background checks #zr