Communications & Administrative Assistant

New York, NY

Full Time

Mid Level

COMMUNICATIONS/ADMINISTRATIVE ASSISTANT

The Communications/Administrative Assistant will work closely with the Grammar School Divisional Director to develop branded communications, through an equity lens to the overall Grammar School community including faculty, staff and families. The Coordinator will be expected to attend and engage in Grammar School events in order to capture moments that depict the day-to-day life and vitality of the School. This role will also serve as administrative support for divisional leaders.

Duties & Responsibilities

Communications Coordinator Duties

Work with divisional staff to coordinate content and write articles, commentary, etc. for the weekly family newsletter sent through Veracross every Friday.
Create, edit and send annual welcome letters to new families.
Create mail merges to develop individualized communications including, but not limited to, class placement emails, report card notices, parent/teacher conference registrations, after school program information, A3SC program registrations, etc.
Update GS Hub with all necessary information through Google sites
Update, edit and troubleshoot all divisional Google forms
Work with Sunrise Program Coordinators, After School Coordinator and After 3 Social Coordinator each trimester to develop registration and confirmation communications through Composer and update the CGPS parent portal website with applicable information.
Manage all parent/teacher conference setup in Veracross, which includes creating all teacher accounts, adding photos for each new teaching cohort and cross checking list with centralized spreadsheet provided by IT with all teachers and zoom links.
Manage administrative report card duties including updating all criteria in Veracross, uploading teacher “blurbs” and reviewing each of the student report cards to identify any discrepancies or errors.
Attend all Grammar School events, taking photos, videos and posting on various platforms.
Engage with other School Communications staff to highlight specific events at the Grammar School.

General Administrative Duties

Work closely with other administrative assistants on various divisional day-to-day projects.
Coordinate coverage for absent teachers, specialists, field day coverages with specialties and classroom assistance.
Coordinate logistics with all substitute teachers including review and approval of substitute teacher time sheets.
Manage all food and drink orders from Flik including bagel Fridays, open school nights, conference days, field days and other times when faculty are present during off hours.
Coordinate all food service and AV setups for faculty meetings and coffee talks.
Keep inventory and order any necessary supplies for faculty rooms, classrooms, etc.
Complete all maintenance, tech and cleaning requests for classrooms and collaboration spaces.
In conjunction with the Assistant Director, provide assistance with evaluations including submission through Docusign and coordinate schedules with AD and teacher/specialist.
Tracking laptops issued to substitute teachers.
Coordinate scholastic book order for Grammar School annually.
Maintenance of copier, printer and laminator. Schedule service appointments as necessary.
Develop slide shows and event videos which includes filming, editing and sharing with the CGPS community.
Handle various logistics including food orders, schedule coordination, setup areas for important events such as welcome back night, open school nights, grade level parents cocktail receptions, PJ day, heritage festival, field day, 3rd grade drama & movement share, book fair, used book exchange, 4th grade promotion ceremony, move up day, end of year bash, etc.
Any additional duties as assigned by the Grammar School Division Director.

Qualifications

Bachelor’s degree is required
3-5 years of administrative experience; preferably in a school setting
Very strong written and verbal communication skills
Ability to communicate effectively and establish rapport with parents and colleagues
Attention to detail and the ability to work with sensitive, confidential information
Ability to work independently, set priorities and manage competing demands
Ability to maintain confidentiality and discretion with regard to students, faculty, staff and families.

Work Hours

Monday through Friday 7:45 a.m.-3:30 p.m. This is a 12 month position.

Compensation

The salary range for this position is $50,000-$80,000 based on completed degree programs and years of experience. We also offer a warm and supportive culture as well as exceptional benefits including but not limited to:

Comprehensive medical, dental & vision plans with a free medical coverage option for employee only coverage
Free vision coverage
Flexible Spending Accounts for Medical, Dependent Care, Parking & Transit
8% Annual Employer Contribution to retirement after one year of full time service
Basic Life Insurance
Enhanced Short Term Disability Coverage
Long Term Disability Coverage
Low cost additional benefits including voluntary life insurance, critical illness coverage and pet insurance
Additional Aflac policies
Free breakfast & lunch when school is in session
Discounted parking
Generous holiday schedule, sick and personal time

CGPS MISSION STATEMENT

CGPS nurtures each student’s unique passions and talents inside and outside the classroom, unifying and inspiring members of its community in a rigorous but relaxed learning environment, preparing them for the finest colleges and instilling in them the confidence, ethical values and sense of purpose to embrace challenges, to achieve their dreams and to improve the world.

Columbia Grammar & Preparatory School is an equal employment opportunity employer. Employment on the basis of race (including hairstyle), color, religion, creed, ancestry, sex, sexual orientation, gender and gender identity, gender expression, national origin, alienage, age, pregnancy, marital/partnership status, immigration or citizenship status, status as a veteran or active military service member status, disability, genetic predisposition, status as a victim of domestic violence, prior arrest or conviction record, caregiver status, credit history, salary history, unemployment status, sexual or reproductive health decisions, or any other characteristic or status protected by applicable law (collectively, the “Protected Characteristics”).

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