Administrative Assistant

Administrative Assistant

Address: Cooke School and Institute, 1713 Madison Avenue

Time: 7:30 am - 3:30 pm

Summary of Duties and Responsibilities

The Administrative Assistant is responsible for fielding all phone calls, keeping staff and student attendance for the Transitions Program, placing supply orders, overseeing mailroom activities, ensuring that the necessary materials are available for the smooth operation of the school office and any other duties deemed necessary by the Administration to ensure the vision, mission and values of Cooke School are supported.  The Administrative Assistant is also responsible for the smooth operation of the Transitions Transportation for all students at Transitions.

General School & Academic Duties

• Provide support to the Transitions Program Administrator to create an attractive and friendly environment for both current and prospective Cooke families 
• Manage main reception area
• Arrive at school in a timely fashion
• Maintain a professional demeanor and appearance
• Demonstrate ownership and personal responsibility for daily tasks  
• Utilize supervisors for guidance, discussions, collaboration, and self-growth
• Develop professional growth goals with supervisor and create and implement a plan to reach the agreed-upon goals
• Ensure the maintenance of student database and files including: entering data into the database and changing it as necessary, collecting student health and immunization records and ensuring that they are up to date, keeping student paper files current, managing online schedules and report card archiving
• Maintenance of daily attendance records and recording in the student database.  Calling parent of any absent student who has not already called in by 8:30 a.m.
• In cooperation with the CA Administrative Assistant, prepare the New York State reporting and ordering forms (i.e. BEDS, Immunization Reports, Annual Census, NYS Textbook Loan Request and Principal Statement of Assurance forms) as requested by the Head of School
• Prepare Programs and Certificates for events if requested
• Support Legal Counsel to ensure that legal administrative functions are performed
• As part of the communication team, manage all school communication, including: parent mailings,  calendars, and any other information as needed
• Provide support to Transitions Administration on any other administrative issues that arise, which can include: creating and maintaining reports and documents,  researching information, coordinating staff development endeavors and assisting with staffing issues

Transportation Duties

• Maintain student records (relevant to transportation issues)
• Coordinate student transportation Fall and Summer
• Prepare and organize records related to student busing and transportation, including: School Change Forms, Fall Reconciliation, Transportation Passes, etc.
• Organize and distribute the administration of student Metro cards, including activation and deactivation/replacement when lost
• Submit school calendars, session times, and updated student enrollment (e.g. in the event of independent travel) to OPT Database 
• Serve as school liaison in the event of busing problems and student issues; file bus complaints when necessary
• Coordinate and manage busing during school arrival and or/dismissal times
• Other duties as requested by the Division Head/Assistant Head to ensure smooth operation of student transportation
• Interface with Attorneys regarding student transportation with the DOE and OP

Experience and qualifications

• Proficiency with Google Workspace
• Bachelor's degree
• Minimum of 3 years of experience in administrative support roles.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication abilities.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to adapt to changing priorities and deadlines.
• Preferred: Previous experience in a school setting
• Preferred; Proficient in Spanish

Physical Requirements

Able to maintain the physical capacity required to navigate the school environment and to ensure the safety of the students; the ability to…

•  walk, run, sit, and stand
•  move rapidly forward, backward, and laterally
•  bend and stoop
•  push, pull, and lift

Professional Development

All Cooke staff are responsible for developing a professional growth plan with their supervisor.  Staff training is an integral part of the Cooke School and as such is a requirement of the job.  All staff must at a minimum: attend all scheduled Staff Development activities throughout the year and participate in staff orientation scheduled for the last week in August.

Equal Employment Opportunity (EEO) Policy Statement

The Cooke School and Institute provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Cooke complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

The Cooke School and Institute expressly prohibits any form of unlawful employee harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.  Improper interference with the ability of Cooke's employees to perform their expected job duties is not tolerated.