Lower School Administrative Assistant

Mary McDowell Friends School (MMFS) invites applications for a full-time Lower School Administrative Assistant beginning August 2026.  

Job Title: Administrative Assistant

Reports to: School Administrator/DOE Liaison

Position Overview

Under the direct supervision of the School Administrator/DOE Liaison, this position provides administrative and secretarial support for Lower School administrators, faculty, staff, and students.

The Administrative Assistant (AA) acts as the first official greeter for the building, influencing critical first impressions of Mary McDowell Friends School. The AA performs duties such as student attendance tracking, coordination of meetings and conferences, obtaining supplies, coordinating mailings, and working on special projects. 

The AA will answer non-routine correspondence and interact with a diverse group of important external callers and visitors, as well as internal community members at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload.

Essential Responsibilities and Duties 

Reception Desk:

• Answer all inbound calls to the Lower School. This includes calls to the Admissions Department or the Business, Communications or Advancement offices. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other AAs to cover phones across the divisions. Send faxes (electronically) for all faculty and staff in the building.
• Sort & assist with in- and outbound mail and packages. Ensure timely and correct postage on outgoing mail. Take mail to the mailbox/post office or arrange pick-up for special mailings.  
  • Receive deliveries and label for distribution. Inform staff to pick up lightweight items and work with custodians to move and store heavy items. 
  • Maintain inventory and work with the Business Office to secure and replenish postage amount on the meter, including ordering of postage supplies including ink and postage tape.
• Assist with school correspondence/filing, including scanning documents, managing service log for copier and keeping an inventory of paper and toner.
• Ensure that the reception area (including closet and cabinets) is tidy, clean and organized.
• Order/reserve car services for faculty and staff members. 
• Assist with evening events (greeting families, checking in guests, answering phones)
• Other clerical duties as assigned.

Transportation

• Track student arrival; enter student absences and lateness into Veracross. Send daily email noting absent students and faculty, updating it with late arrivals or early dismissals. 
• Help staff with dismissal duties. This includes recording the day’s dismissal changes, sometimes having to make calls to confirm changes with families. The AA must be able to quickly address any unexpected changes in bus dismissal. 
• Inform the DOE Liaison about changes or issues with bus arrival, pickup, etc. Assist DOE Liaison with assignment and distribution of student OMNY cards. 
• Contact parents regarding absent students, field trip permissions, RSVPs, etc. 
• Coordinate with the Associate Head of School in registering staff for professional development conferences and events.
• Assist in clerical duties and various tasks assigned by the Administrator, Directors,  Head of School or Associate Head of School for day-to-day activities as well as special events, such as Parent Night, Arts Night, etc. 
• Assist with ordering food for school events and set-up.
• Assist with Parent/Teacher conference scheduling.
• Assisting in the creation of flyers and programs for school-wide events.
• Assist in the creation and distribution of materials to the classrooms
• Perform any tasks upon request for the Development Office, Business Office or Admissions Department for special events and/or projects. 
• Assist the Afterschool program with dismissal, attendance tracking and various tasks as needed. 

Crisis Management

• Update and maintain emergency contact information in Veracross and physical  binders. 
• Serve as fire drill assistant back-up. Take all relevant emergency information and walkie-talkies out of the building during fire drills, assist in staff attendance.
• Maintain fire drill materials and emergency go-bag.

Competencies

• Warm, friendly approach. Sense of humor a plus. 
• Technical Capacity.
• Database Entry. Knowledge of Veracross a plus. 
• Personal Effectiveness/Credibility.
• Thoroughness.
• Collaboration Skills.
• Communication Proficiency.
• Flexibility.
• Appreciation and respect for children.

Diversity and Equity Commitments

• Understand and participate in all school-wide diversity and equity initiatives.
• Examine administrative practice through the lens of race, identity, equity, and privilege.
• Support a school culture that allows for social identities to feel welcome.

Supervisory Responsibility

This position has no supervisory responsibilities.

Position Type/Expected Hours of Work

This is a full-time non-exempt position. Days of work are Monday through Friday, Hours between 7:30 am-6:00 pm. Occasional evening and weekend work will be required and will be scheduled with advanced notice. 

Travel

On occasion, travel between campuses is necessary for meetings, which are scheduled with advance notice and are within walking distance from each other.

Work Environment & Physical Demands

This position requires the ability to maintain the physical capacity required to navigate the school environment and to ensure the safety of the students. Operate standard office equipment; accurately prepare, create, edit, and design memos, reports, letters, and other documents; maintain complex databases and management information systems; learn new software applications; communicate effectively in oral and written form; utilize time management techniques to organize and prioritize work; read, interpret, and apply rules and procedures; follow instructions; work independently; maintain confidentiality of student and program information; work cooperatively and effectively with students, parents/guardians, administrators, and the general public.

This is largely a sedentary role; however, some movement is required. This would require the ability to lift small boxes, books, files, open filing cabinets and bend or stand as necessary. This position occasionally ascends/descends stairs from different rooms in the building (one to five flights).

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills, and Abilities

• An associate's degree and/or equivalent work experience required, Bachelor's degree preferred.
• 3 years of administrative experience
• Experience working at a school site desirable.
• Experience in an office environment involving public contact
• Strong organizational and interpersonal skills are a must. 
• Knowledge of Google Suite required.

Application

To apply, please upload a letter of interest, resume, and contact information for three professional references as a .pdf (preferable) or Word document. If your background and experience are appropriate for the position, you will be contacted directly by a member of our search committee.

We offer a rewarding work experience in downtown Brooklyn, NY, where we encourage employees to bring their whole selves to work. We recognize, appreciate, celebrate, and honor our diverse community as we build an awareness of who each individual is and who we are collectively.

Applicants who enhance the diversity of the school's faculty and administration are strongly encouraged to apply. Please visit our website for more information on our school and a full list of vacancies.

In compliance with NYC’s Pay Transparency Act, this position's base hourly range is $22.11 - $26.44 per hour. Mary McDowell Friends School considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, essential skills, internal peer equity, and market and organizational considerations when extending an offer. 

Equal Employment Opportunity

Employment at Mary McDowell Friends School is based solely on qualifications and competence for a particular position, without regard to race, color, ethnic origin, nationality, age, religion, sex, sexual orientation, veteran status, disability, familial status, or any other category protected by the law. Mary McDowell Friends School’s policy of non-discrimination extends to all employment practices, including but not limited to hiring, transfer, promotion, training, compensation, benefits, layoffs, and termination.