Administrative Assistant to Division Heads TEMPORARY POSITION

Administrative Assistant to Division Heads – TEMPORARY POSIT

Administrative Assistant to Division Heads – TEMPORARY POSITION

Albany Academy is an independent Pre-K through Grade 12 school in Albany, New York, uniquely combining single-gender and coeducational learning environments to foster intellectual curiosity, critical thinking, and strong character in each student.

At the heart of our school is a passionate and highly skilled faculty, deeply committed to the academic, social, and emotional development of every student. Our educators go beyond classroom instruction—they serve as mentors, role models, and advocates who support the growth of the whole child. Through small class sizes and individualized attention, they challenge students with a rigorous, engaging curriculum while nurturing confidence, creativity, and resilience.

Job Title:                           Administrative Assistant – All Division Heads

Employment Type:           Temporary – Hourly, No Benefits

Hours:                                7:45 am to 4:15 pm

Reports to:                        Division Heads

Building:                            Located in the Upper School

Position Summary 

The Senior Administrative Assistant serves the administrative needs of the Division Heads.   

Responsibilities 

• Provide administrative support to the efficient operation of the School 

• Support the calendar of Division Heads, including scheduling and preparing for meetings 

• Coordinate the faculty performance management process, in collaboration with the Division Heads 

• Provide secondary backup to the front office reception at the Upper School

• Collaborate with IA to keep information flowing and the calendar up to date 

• Light support with events (submitting event forms and reserving spaces, coordinating supply orders with facilities, coordinating family communication and invitations with marketing, coordinating vendor contracts and payments with business office) 
• End-of-Year Events planning and support
  • Upper School Closing Chapel 
  • Middle School Closings 
  • Lower School PreK & K Closing 
  • Lower School Grades 1-4 Closing 
  • Senior/Faculty Dinner 
  • May Project Fair 
  • Senior Tea 
  • Commencement  
• ACSD Grants 
  • Title II & IV 
• Hardware, Software, Library 
• Jeans & Bagels 
• MS Ski Club organization 
• Performance Management organization – for faculty  
• Restocking of pins, house shirts, and house ties 
• PD Days – coordinating and circulating schedule 
• M&T – uploading receipts and managing DD credit cards 
• Coordinating with iSmile – picture days, scheduling, etc. 
• Other duties as assigned by a Division Head 

Qualifications 

• Education: Associates degree 

• Experience:  Administrative assistant experience 

• Planning and executing projects 

• Demonstrated ability to master the application of software  

• Experience working with Albany City School grant program 

• Experience coordinating performance management scheduling and data  

Characteristics 

• Oriented to working at a detailed level 

• Highly organized 

• Exhibits polite and professional communication  

• Enthusiastic learner 

• Focused on the success of the team 

• Flexible 

• Inspired by the mission of the school  

Working Environment & Physical Requirements 

• Generally, the role is conducted in a heated and cooled office environment 

• Much of the work can be done sitting 

• Routinely move about inside the building and occasionally outside from building to building 

• Frequent interaction with others through speaking, listening, and typing 

• Ability to operate office equipment including computers, printers, copiers, and the like 

Disclaimer 

• The employee must be capable of fully performing all duties described herein, either without or with reasonable accommodation  

• Albany Academy reserves the right to alter this job description  

• Employment with Albany Academy is at-will 

Qualifications

Salary : $24