School Administrator/DOE Liaison

Mary McDowell Friends School (MMFS) invites applications for a full-time School Administrator/DOE Liaison (Leave Replacement) beginning in January 2026.

Position Overview

The School Administrator/DOE Liaison (Leave Replacement) is a full-time position. The goals are;

• To oversee the efficient and effective management of the division's administrative functions, with a focus on assisting the division directors and communicating with parents.
• To expedite communication and documentation between the school, families, and the DOE, in support of the CSE and OPT processes.

Essential Responsibilities and Duties

School Administrator

Faculty/Families:

• Support the Lower School Directors in the daily operation of the division.
• Demonstrate a positive and welcoming demeanor to the MMFS Community.
• Support front desk coverage when needed.
• Support arrival/dismissal duty when needed.
• Supervise the Lower School administrative staff.
• Serve as the Lower School administrative liaison to other MMFS divisions/offices.
• Arrange the ordering, delivery, and set-up of meals, refreshments, and snacks for regular faculty meetings and events.
• Coordinate the selection, purchase, and distribution of faculty gifts on behalf of the division director directors.
• Manage receipts and reconcile expense reports for division directors.
• Coordinate lunch duty coverage for absent teachers.
• Update and maintain the school information database.
• Support families, students, faculty, and staff as needed for information, guidance, and assistance throughout the day.

Communication:

• Communicate school information and updates to parents via database program.
• Create and oversee the distribution of flyers, notices, forms, and other information to parents.
• Coordinate division mailings throughout the year.
• Manage and maintain the division's calendar of events.
• Manage and coordinate field trips, ie: permission slips, reservations, and payments.
• Process student reports, ie: updating and proofreading formats, collating, copying, mailing, and tracking financial holds.
• Coordinate and schedule Parent/Teacher Conferences.
• Provide the Development Office with weekly division updates for the weekly e-news.

Liaison to the DOE

CSE:

• Provide support and guidance to parents regarding CSE-related issues.
• Work with the CSE to create a student observation schedule for all LS, MS, and US students.
• Coordinate and provide the CSE with teacher availability schedules for all LS, MS, and US student reviews.
• Inform CSE of scheduling conflicts based on the school calendar and events as they develop.
• Coordinate the delivery of student reports to CSE.
• Provide student and school documentation to CSE as needed.
• Send monthly attendance reports to lawyers.
• Prepare documentation for subpoenas.
• Provide student and school documentation to lawyers in preparation for impartial hearings.
• Coordinate MMFS witnesses for impartial hearings.
• Maintain detailed records on CSE Observations, CSE Reviews, and Impartial Hearings.

OPT:

• Coordinate and process student transportation requests and assignments between families, CSE, OPT, bus companies, and the school.
• Maintain and distribute the student transportation database, including OPT busing assignments and schedule, as well as transportation alternatives.
• Maintain records on and distribute OPT-issued student OMNY cards.
• Maintain school schedule needs and student records within the OPT database.
• Resolve transportation conflicts as they occur; communicate service needs with bus companies; support parent inquiries.

Competencies

• Attentive to details and service-oriented
• Excellent planning and prioritization skills
• Empathetic, sociable, and highly diplomatic
• Skilled in identifying problems and brainstorming potential solutions
• Excellent at written and oral communication as well as presentation
• Comfortable working independently and collaboratively
• Passionate about connecting with teachers and students

Other:

• All employees are required to familiarize themselves with the employment policy manuals and meet the expectations outlined within each.
• A sense of fun, adventure, and humor is a plus.

Supervisory Responsibility

This position supervises Lower School Administrative Assistants.

Position Type/Expected Hours of Work

This is a full-time, twelve-month administrative position. Days and hours of work are Monday through Friday, 8:00 a.m. to 4:00 p.m. with a half-hour paid lunch. Evening and weekend work for special events is required as job duties demand, and will be scheduled in advance.

Travel

On occasion, travel between campuses is necessary for meetings, which are scheduled with advance notice and are within walking distance of 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. The ability to open filing cabinets and bend or stand for long periods of time, as necessary. This position occasionally requires ascending and descending stairs from different areas of the building.

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 of the job.

Requirements:

Requirements

Knowledge, Skills, and Abilities

• BA or equivalent work experience in a non-profit organization or school.
• Excellent written and verbal communication skills.
• Outstanding organizational skills, attention to detail, time management skills, and the ability to prioritize.
• Ability to multitask and read/edit content for accuracy and detail.

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 salary range is $65,000-$75,000 per annum. 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.