Main Office Administrator
1 day ago
New York
Job Description Position Summary The School Main Office & Operations Administrator serves as the operational hub of Summit Academy Charter School, ensuring that the day-to-day functions of the main office run with precision, warmth, and professionalism. This individual is the first point of contact for students, families, staff, and visitors, and plays a vital role in maintaining a safe, organized, and welcoming school environment. The ideal candidate is a highly organized self-starter who thrives in a fast-paced school setting. They bring strong communication skills, a student-centered mindset, and the operational expertise to support academic excellence and community trust at Summit Academy Charter School. Key Responsibilities Office & Administrative Operations • Serve as the primary point of contact for the school’s main office, greeting and directing students, families, staff, and visitors with professionalism and warmth, • Manage all incoming and outgoing communications, including phone calls, emails, and written correspondence on behalf of the school, • Maintain organized filing systems (physical and digital) for student records, staff documents, compliance files, and administrative materials, • Prepare, proofread, and distribute school-wide documents, letters, schedules, memos, and announcements, • Manage office supplies and equipment inventory; coordinate maintenance requests and submit purchase orders as needed, • Coordinate room bookings, meeting logistics, and calendar management for school leadership and staff, • Process incoming mail and deliveries; route materials to appropriate staff or departments, • Maintain and update the school’s master calendar, communicating scheduling changes to relevant stakeholders Student & Family Services • Maintain accurate and current student enrollment, attendance, and demographic records in the student information system (SIS), • Process student arrivals and dismissals; manage late arrivals, early pick-ups, and visitor sign-in protocols in accordance with school safety procedures, • Serve as a warm and knowledgeable first point of contact for families; provide school information and refer concerns to appropriate staff, • Support student registration, enrollment, and re-enrollment processes including collection of required documentation, • Coordinate communication between school staff and families, including scheduling parent-teacher conferences and distributing school-wide updates, • Manage emergency contact records and ensure all student health, allergy, and safety information is current and accessible, • Maintain strict confidentiality of all student and family records in compliance with FERPA and school policy School Operations Support • Support the Principal and school leadership with day-to-day operational needs including scheduling, correspondence, data entry, and report preparation, • Coordinate logistics for school events including open houses, parent nights, assemblies, testing days, and staff meetings, • Liaise with building facilities staff, security, and vendors to ensure a safe, clean, and fully operational school environment, • Support onboarding of new staff and substitute teachers including preparation of materials, ID badges, and system access, • Maintain the school’s substitute teacher coordination system; communicate coverage needs and confirm daily assignments, • Assist with state and city compliance activities including preparing documentation for audits, inspections, and regulatory submissions, • Support coordination of standardized testing logistics including scheduling, materials management, and room assignments Data Management & Reporting • Enter and maintain accurate student and operational data in the school’s information systems (ATS, STARS, or equivalent NYC DOE platforms), • Compile and submit daily, monthly, and annual attendance and enrollment reports to school leadership and regulatory bodies, • Generate reports, rosters, and data summaries as requested by the Principal, board, or external stakeholders, • Support charter compliance documentation by maintaining organized records of required files and submissions, • Track and flag data discrepancies; communicate issues to the Principal or data manager for resolution Financial & Procurement Support • Process and track purchase orders, invoices, reimbursement requests, and vendor communications in coordination with the school’s finance team, • Maintain organized records of all financial documents related to school operations and office expenditures, • Assist with budget monitoring by tracking office-related expenses and flagging discrepancies to school leadership, • Coordinate petty cash and check requests in accordance with school financial procedures Qualifications Required • Associate’s degree or equivalent combination of education and experience, • Minimum 2 years of administrative, office management, or school operations experience, • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace, • Experience with student information systems (ATS, STARS, PowerSchool, or equivalent), • Strong written and verbal communication skills across diverse audiences, • Demonstrated ability to manage competing priorities with accuracy and discretion, • Experience working in a K–12 school, charter school, or youth-serving organization, • Ability to maintain strict confidentiality in compliance with FERPA and school policy, • Strong interpersonal skills and a collaborative, student-centered approach Preferred • Bachelor’s degree in Business Administration, Education, Public Administration, or a related field, • Experience in a charter school or NYC Department of Education school environment, • Familiarity with NYC DOE systems, including ATS, STARS, SESIS, and Galaxy, • Experience with charter school compliance, audits, and regulatory reporting, • Bilingual proficiency in English and Spanish or another language spoken by school families, • Background in school safety, crisis communication, or emergency preparedness