School Office Administrator

Plymouth Church School
School Office Administrator
Reports to: Admin Team
Status: Non-Exempt, Full-Time 12 months
Work Schedule: Monday through Friday from 8:00 am to 4:00 pm; Evening and weekend Plymouth parent and family events as needed.
Plymouth Church School is a non-sectarian private preschool with 170 children and 36 educators housed on the beautiful and historic Plymouth Church campus in Brooklyn Heights. Our young learners, ages 2 to 5, benefit from a child-centered approach to education that allows each child to be challenged in a nurturing environment that emphasizes hands-on learning and an emergent project-based curriculum. Please visit our website to learn more about our wonderful school: http://www.plymouthchurchschool.org

Job Summary/Objectives
The School Administrator supports the daily operations of the preschool, upholding the vision, mission, objectives, and overall educational philosophy of the program. The School Office Administrator supports the Admin Team by managing office functions such as purchasing, staff and student records, compliance with NYC Department of Health requirements, annual admissions and exmissions processes, summer camp, and other administrative duties as needed. The School Administrator is a front-facing position who acts as school receptionist, interfaces with the school staff, and interacts in person, on the phone, and via email with the parents and caregivers on a daily basis. Additionally, this position interfaces with all other staff at Plymouth Church, including, but not limited to, administration, HR, finance department, security and facilities.

Qualifications and Core Competencies
● Undergraduate degree.
● 3+ years of relevant work experience.
● Discretion, respect for privacy, and ability to maintain confidentiality.
● Excellent verbal and written communication skills, including editing and the ability to communicate with tact and diplomacy.
● Ability to prioritize, multi-task, be flexible, and meet tight deadlines.
● Experience managing administrative coordination and logistics.
● Well-organized, detail-oriented with great follow-up skills.
● Financially savvy; ability to learn about Plymouth’s billing and financial programs.
● Problem-solver who acts proactively and works at a high level with minimal supervision.
● High degree of professionalism, strong interpersonal skills, and the ability to deal with all constituents in a professional manner.
● Proficiency in technology including Microsoft suite programs (Word, Excel, Powerpoint, etc.), standard office technology, and virtual meeting platforms.
● Serve as a welcoming presence for Plymouth families.

Essential Job Duties and Responsibilities
Office Management and Organization
● Manage core office tasks such as answering and directing phone calls, responding to website inquiries, emailing parents and teachers, managing billing, and maintaining filing systems.
● Ensure that all calls and emails are responded to in a timely manner.
● Manage the onboarding of all new staff members including ensuring timely completion and filing of relevant trainings and documentation.
● Create and ensure accuracy of classroom lists, directories, phone contact lists, teacher lists and teacher and student files.
● Create email distributing lists annually and prepare and disseminate communications to parents throughout the school year, including weekly newsletter, invitations, re-registration information, calendar reminders, class health updates, and any other school-wide communications. Review all communications for grammar before distributing.
● Maintain shared school drive and keep updated with relevant documents.
● Keep school bulletin boards organized and updated with current information and flyers.
● Create and maintain accuracy of school schedules including school calendar and school-wide specialist schedules.
● Ensure that all office equipment used throughout the school is in proper working order including laminators, copiers, projectors, screens, cameras and photo printer.
Administrative Support
● Assist the Director and Associate Directors with daily administrative tasks including maintaining shared calendar for the Admin Team and maintaining the Director’s schedule.
● Interface with preschool parents, including answering questions, responding to inquiries, and keeping the Admin Team apprised of parent requests and concerns.
● Assist with arrivals and dismissals as needed.
● Attend all parent and family events including but not limited to: Parent Orientation, Curriculum Night, Open Houses, Spring Gala and Family Days.
● Support parent volunteers and Admin Team with parent and family events and serve as staff point person responsible for ordering event supplies. Oversee the ordering, delivery, set up and cleanup of all catering and catered events, including preparing coffee and tea for morning events. Liaise with Church facilities team to ensure the proper set ups for events.
● Support Director and Associate Director of Admissions, Family Engagement and First Programs with TADS management software including the enrollment of new students and reenrollment of existing students.
● Support Director with all administrative tasks related to exmissions including scheduling parent meetings and preparation of materials.
● Support the Associate Director of Admissions, Family Engagement and First Programs in managing the admissions process including managing playdate schedules, filing applications, ensuring the proper set up for weekly tours, maintaining the waitlist, and other admissions-related tasks.
● Support Associate Director of Curriculum and Learning as needed.
● Assist the Admin Team and Summer Camp Director with all administrative tasks as needed related to summer camp including scheduling camp dates, maintaining counselor files, overseeing enrollment, creating directories, and communicating with parents.
● Work with the Director of Operation and Communications to manage technology for the school and serve as liaison for tech and IT with teachers. This includes the collection and distribution of all tech annually, maintaining a database of passwords, and keeping email distribution lists current.
● Assist the Director and Associate Directors with any additional assigned duties.
DOH Compliance
● Serve as point person for NYC Department of Health compliance and record-keeping. Ensure that all student and teacher files are complete and up to date, as required by NYC Department of Health regulations, including managing submission/collection of materials and forms, tracking expiration dates for immunizations and required faculty trainings. Organizing and maintaining these files monthly to continually monitor for compliance. Ensure compliance with DOH classroom and building regulations including maintaining all signage.
● Oversee permit renewal application with the Admin Team on a biannual basis.
● Complete annual paint survey.
● Schedule biannual First Aid and CPR trainings.
● Take attendance two times a day. Call all families whose children are not in attendance and check in. Communicate with Associate Director of Admissions, Family Engagement and First Programs about extended absences and illnesses.
● Assist Admin Team in assessing children who do not feel well, take children’s temperatures and call parents for pick up if necessary. Comfort and support sick children while they wait to be picked up.
● Keep track of children missing or sent home from school due to illness and inform community of communicable health issues in a timely manner.
● Order and maintain all supplies pertaining to emergency response protocols, go bags and first aid.
● Create yearly emergency response drills schedule and keep community informed of upcoming drill dates and times.
● Create and distribute classroom binders including escort forms, class lists, allergy action plans.
Finance
● Meet weekly with Director of Finance.
● Coordinate financial transactions (reimbursements, invoices, event registration fees, and check requests) as well as monitor billing and payments through TADS.
● Reconcile all credit card and online purchases monthly.
● Work with Director and the Director of Finance to create teacher contracts annually.
● Maintain and review end of year inventory lists submitted by teachers.
● Liaise with Dewar, the tuition refund plan and provide data as needed.
General Support
● Monitor classroom supply needs (including snacks), organize and maintain storage of supplies, and coordinate and place orders weekly.
● Oversee the communal kitchen and school refrigerators including the inventory of cooking supplies for classroom cooking projects.
● Oversee Early Bird programming including enrollment, attendance and drop-in registration.
● Oversee Time for Twos signup and enrollment.
● Assist with hiring, including posting job openings to various employment sites and tracking applications.
● Maintain monthly appointment schedule for school psychological consultant.
● Manage, coordinate and schedule annual photo day.
Please note, this job description is an overview and not designed to be a comprehensive list of activities, duties, or responsibilities that are required for this job. Duties and responsibilities may change over time.