Academics Administrative Assistant

Administrative Assistant

Job description 

About The School of The New York Times | Summer Academy  

The School of The New York Times (The School) is an innovative educational program, a collaboration between The New York Times and BrandEd, offering a wide range of pre-college academic experiences. Drawing on unparalleled expertise and access, The School provides seminal formative experiences that give students a broader vision and focus, while laying the foundation for their future academic and life success.  

Held in New York City, Summer Academy (SA) offers immersive, two-week terms throughout the summer. During this time, students learn, investigate, and explore while having fun, making lasting connections with peers, mentors, and instructors who share their passions and interests. 

Job Summary

This role spans 8 weeks over in the summer and includes responsibilities such as ensuring smooth execution of site visits, handling class materials, coordinating logistics, and assisting with communication between staff, faculty, and students. Administrative Assistants also support students' needs and help with general operational tasks throughout the program.   
 

Essential Duties and Responsibilities   

The following are key responsibilities of the Administrative Assistant. Other duties may be assigned as needed:

• Site Visit Coordination: Organize, book, and track all logistics related to student site visits. Serve as backup chaperones for site visits when needed.
• Classroom & Program Support: Assist with the preparation and distribution of petty cash, classroom materials, educational technology, and boxed lunches. Ensure that all materials are delivered accurately and on time.
• Guest Speaker Coordination: Manage the onboarding paperwork for guest speakers, ensuring all necessary forms are completed and submitted. Support guest speaker logistics, including setting up Zoom calls for virtual speakers, on-site guest speaker pickup and handling any related technology needs.
• Communication Management: Monitor and manage the program’s academic email account, responding to student, staff, and guest speaker inquiries. Facilitate communication between staff, faculty, and external partners and vendors.
• Student Support: Serve as a point of contact for student requests and concerns, providing guidance or redirecting to the appropriate staff member when necessary.
• Faculty Liaison Support: Assist with the coordination of faculty-related activities, including the preparation and deployment of materials for Faculty Breakfasts and other faculty events.
• Safety & Compliance: Adhere to safety and discipline protocols, ensuring a safe environment for students both on campus and during off-site activities.
• Administrative Support: Help maintain accurate records, track petty cash, and update spreadsheets tracking guest speaker information, faculty-student connections, and other program-related data.

Knowledge and Abilities   

The ideal candidate must be able to perform each essential duty satisfactorily. The requirements listed here are representative of the knowledge, skill and ability required. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Excellent Communication Skills: Strong verbal and written communication skills, with the ability to interact professionally with students, staff, and external stakeholders.
• Organizational Skills: Ability to manage multiple tasks and deadlines, anticipate needs, and solve problems creatively.
• Interpersonal Skills: Positive, approachable demeanor with the ability to work effectively as part of a diverse team.
• Professionalism: Demonstrate high standards of professionalism, integrity, and confidentiality in all interactions.
• Adaptability: Ability to stay calm and composed in fast-paced environments and manage unexpected challenges.
• Attention to Detail: High level of attention to detail, ensuring that all administrative tasks are completed accurately and efficiently.
• Diversity & Inclusion: Support and promote inclusive practices, ensuring a respectful environment for all students and staff.
• Enthusiasm for Working with Youth: A genuine interest in working with high school students (ages 15-18) in an academic setting.
• City Familiarity: Comfort navigating New York City and accompanying students on field trips

Education, Work Experience and/or Licensure

• Bachelor’s degree or currently in college
• At least 2 years of job experience in administrative roles, preferably in education or youth-focused settings (e.g., summer camps, after-school programs, schools, or educational organizations). Experience in a fast-paced, student-centered environment is a plus.

Language Skills

While no special language skills are required for the position, applicants should be capable of upholding the highest standards of written and spoken English, in professional settings

Employment Dates & Hours

The Administrative Assistant role is a full-time, temporary position from June 9th to August 1st. Regular hours will be Monday through Friday, between 7:00 AM and 5:00 PM, including Juneteenth and the 4th of July holidays, with the possibility of occasional evening work. Additionally, there will be three days of paid training prior to the start of Summer Academy.

Candidates must be available to work during the entire term and be prepared for a dynamic, fast-paced environment.

Physical Demands  

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of his/her job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
 

• Ability to sit, stand, walk, travel up and down stairs, crouch, stoop and reach.
• Ability to lift up to 25 lbs.

Salary  

The Administrative Assistant position offers a stipend of $7,000 for the full Summer Academy (equivalent to $1750 per Term).