Administrative Assistant (Front Desk)

Job Overview:

Stephen Gaynor School is seeking a proactive, warm, and highly organized Administrative Assistant to work in a team of four and serve as a central pillar of our daily school operations. As the welcoming face and voice of our community, you will manage essential front-line communications, streamline daily student logistics, such as arrivals and dismissals, coordinate event scheduling, support school-wide initiatives, and serve as the school’s Transportation Coordinator to the DOE’s Office of Pupil Transportation. If you are a collaborative multitasker with exceptional interpersonal skills, a thoughtful approach to engaging with students with learning differences, and a commitment to diversity, equity, and inclusion, we encourage you to apply.

The daily schedule would be between 7:45 am and 3:45 pm. Ideally, we are looking for someone who can start immediately.

Essential Functions:

• Provides administrative support to the school by greeting visitors entering the school, screening all incoming calls, and answering emails

• Assists with the daily arrival and dismissal of students, including coordinating special instructions for late arrivals/early dismissals from parents
• Serves as the school’s Transportation Coordinator for the Office of Pupil Transportation, which involves liaising between busing families and the DOE, updating student information in DOE databases, keeping track of all student transportation changes, including student OMNY cards and organizing transportation for field trips
• Manages multiple school-wide calendars, including the internal Google calendar and all room reservations for shared spaces (e.g., conference rooms, the Performing Arts Center, cafeterias)
• Creates and communicates a weekly report of all required event setups while monitoring the school events calendar
• Organizes and leads school-wide events, including Picture Day and field trips
• Updates and maintains the school's internal communication tools, documents and sites.
• Assists with preparation for the start of the school year, including all logistical details and supplies organization
• Ensures the safety of students, including supervision of students when required
• Works as part of a four-person administrative team supporting event planning and operations
• Attends full faculty and staff meetings
• Willing to commit to anti-bias and anti-racism work and to promoting inclusion, belonging and equity through their work in the school community
• Ensure a commitment to the school’s DEI mission and goals by participating in continuous professional development for learning differences, anti-racism and anti-bias of all kinds
• Be an active member of the Gaynor community
• Other duties and responsibilities as deemed appropriate