Administrative Specialist for Mile Away Partnership Chartered Public School

Mile Away Partnership Chartered Public School

Administrative Specialist Job Description

The Administrative Specialist at MAPS plays a key role in the successful daily operations of the school. Working closely with the leadership team, the Administrative Specialist supports a wide range of administrative functions including office management, record keeping, communications, bookkeeping, event coordination, and public-facing responsibilities. As an essential member of the school’s founding team, this position requires flexibility, initiative, strong organizational skills, and a commitment to MAPS’s mission and vision.

Responsibilities include:

Office Administration & School Operations

• Ensure the front office and administrative systems operate smoothly and efficiently.
• Greet and assist visitors, respond to inquiries from families and staff, and promote a positive school climate.
• Maintain student records, including enrollment, attendance, assessment data, medical records, and discipline documentation.
• Coordinate the school’s master calendar, event logistics, staff schedules, and special projects.
• Maintain and organize filing systems for paper and digital documents.
• Monitor deadlines and compliance requirements for school reporting and filings.

Communication & Community Support

• Respond to emails and phone calls in a professional and timely manner.
• Support communications with families, volunteers, and community members.
• Draft school communications, including seasonal newsletters, forms, and updates.
• Provide event and meeting logistics for the Executive Director and Associate Director.
• Assist in preparation of performance audits, reports, and documentation for the Board and authorizing agencies.

Human Resources & Internal Coordination

• Assist with hiring, onboarding, and processing paperwork for new staff.
• Maintain staff records and schedules (e.g., yard duty, childcare coverage, timekeeping).
• Coordinate staff travel, training registrations, and reimbursements.
• Investigate on-the-job incidents and report safety issues or concerns.
• Work collaboratively with all school stakeholders to ensure smooth internal operations.

Accounting & Bookkeeping

• Track and organize school transactions in QuickBooks, including expenses, deposits, and invoices.
• Reconcile bank accounts and assist in preparing tax documents (990, 1099s, 1096s).
• Support development and monitoring of the school’s general and special project budgets.
• Process purchase orders, packing slips, and maintain inventory systems for supplies and materials.

Fundraising & Development Support

• Research and draft grant proposals, assist in grant calendar tracking.
• Support development of fundraising campaigns, including email templates and donor reports.
• Maintain donor records and help prepare annual reports for stakeholders.
• Assist with planning and logistics for school fundraising events.

Marketing & Outreach

• Assist in developing marketing materials such as brochures and school flyers.
• Maintain the school’s website and calendar of events.
• Create and schedule social media content to support enrollment and engagement.
• Draft and distribute quarterly newsletters for donors and volunteers.
• Support seasonal open houses, potlucks, and community events to promote MAPS.

Professional Qualifications

Required:

• Bachelor’s degree or coursework in Business Administration, Organizational Management, or related field.
• 3 years experience in an administrative support role, preferably in a school or nonprofit setting.
• Proficiency in Microsoft Office and Google Workspace.
• Experience with QuickBooks or willingness to complete training.
• Excellent written and verbal communication skills.
• Strong organizational, time management, and multitasking abilities.

Preferred:

• Experience in a charter school or Reggio-inspired learning environment.
• Familiarity with grant writing, donor communications, or fundraising.
• Comfort with managing websites and social media platforms.
• Knowledge of natural health, wellness, or holistic education is a plus.

Personal Attributes

• Nurse or EMT training and background
• Warm, welcoming, and highly professional.
• Attentive to detail and committed to confidentiality.
• Creative, solutions-oriented, and able to take initiative.
• Mission-aligned and eager to grow with a dynamic school community.

Additional Notes

• This is a year-round, full-time position with occasional evening or weekend event support.
• Must pass a background check and be comfortable working in a child-centered environment.
• Opportunity for professional development and growth within a founding school team.

Pay: $25.00 - $28.00 per hour

Expected hours: 40.0 per week

Benefits:

• Flexible schedule

Work Location: In person

Salary : $25 - $28