Main Office Administrator

Position Summary

The School Main Office & Operations Administrator serves as the operational hub of Summit Academy Charter School, ensuring that the day-to-day functions of the main office run with precision, warmth, and professionalism. This individual is the first point of contact for students, families, staff, and visitors, and plays a vital role in maintaining a safe, organized, and welcoming school environment.

The ideal candidate is a highly organized self-starter who thrives in a fast-paced school setting. They bring strong communication skills, a student-centered mindset, and the operational expertise to support academic excellence and community trust at Summit Academy Charter School.

Key Responsibilities

Office & Administrative Operations

•     Serve as the primary point of contact for the school’s main office, greeting and directing students, families, staff, and visitors with professionalism and warmth

•     Manage all incoming and outgoing communications, including phone calls, emails, and written correspondence on behalf of the school

•     Maintain organized filing systems (physical and digital) for student records, staff documents, compliance files, and administrative materials

•     Prepare, proofread, and distribute school-wide documents, letters, schedules, memos, and announcements

•     Manage office supplies and equipment inventory; coordinate maintenance requests and submit purchase orders as needed

•     Coordinate room bookings, meeting logistics, and calendar management for school leadership and staff

•     Process incoming mail and deliveries; route materials to appropriate staff or departments

•     Maintain and update the school’s master calendar, communicating scheduling changes to relevant stakeholders

Student & Family Services

•     Maintain accurate and current student enrollment, attendance, and demographic records in the student information system (SIS)

•     Process student arrivals and dismissals; manage late arrivals, early pick-ups, and visitor sign-in protocols in accordance with school safety procedures

•     Serve as a warm and knowledgeable first point of contact for families; provide school information and refer concerns to appropriate staff

•     Support student registration, enrollment, and re-enrollment processes including collection of required documentation

•     Coordinate communication between school staff and families, including scheduling parent-teacher conferences and distributing school-wide updates

•     Manage emergency contact records and ensure all student health, allergy, and safety information is current and accessible

•     Maintain strict confidentiality of all student and family records in compliance with FERPA and school policy

School Operations Support

•     Support the Principal and school leadership with day-to-day operational needs including scheduling, correspondence, data entry, and report preparation

•     Coordinate logistics for school events including open houses, parent nights, assemblies, testing days, and staff meetings

•     Liaise with building facilities staff, security, and vendors to ensure a safe, clean, and fully operational school environment

•     Support onboarding of new staff and substitute teachers including preparation of materials, ID badges, and system access

•     Maintain the school’s substitute teacher coordination system; communicate coverage needs and confirm daily assignments

•     Assist with state and city compliance activities including preparing documentation for audits, inspections, and regulatory submissions

•     Support coordination of standardized testing logistics including scheduling, materials management, and room assignments

Data Management & Reporting

•     Enter and maintain accurate student and operational data in the school’s information systems (ATS, STARS, or equivalent NYC DOE platforms)

•     Compile and submit daily, monthly, and annual attendance and enrollment reports to school leadership and regulatory bodies

•     Generate reports, rosters, and data summaries as requested by the Principal, board, or external stakeholders

•     Support charter compliance documentation by maintaining organized records of required files and submissions

•     Track and flag data discrepancies; communicate issues to the Principal or data manager for resolution

Financial & Procurement Support

•     Process and track purchase orders, invoices, reimbursement requests, and vendor communications in coordination with the school’s finance team

•     Maintain organized records of all financial documents related to school operations and office expenditures

•     Assist with budget monitoring by tracking office-related expenses and flagging discrepancies to school leadership

•     Coordinate petty cash and check requests in accordance with school financial procedures

Qualifications

Required

•     Associate’s degree or equivalent combination of education and experience

•     Minimum 2 years of administrative, office management, or school operations experience

•     Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace

•     Experience with student information systems (ATS, STARS, PowerSchool, or equivalent)

•     Strong written and verbal communication skills across diverse audiences

•     Demonstrated ability to manage competing priorities with accuracy and discretion

•     Experience working in a K–12 school, charter school, or youth-serving organization

•     Ability to maintain strict confidentiality in compliance with FERPA and school policy

•     Strong interpersonal skills and a collaborative, student-centered approach

Preferred

•     Bachelor’s degree in Business Administration, Education, Public Administration, or a related field

•     Experience in a charter school or NYC Department of Education school environment

•     Familiarity with NYC DOE systems, including ATS, STARS, SESIS, and Galaxy

•     Experience with charter school compliance, audits, and regulatory reporting

•     Bilingual proficiency in English and Spanish or another language spoken by school families

•     Background in school safety, crisis communication, or emergency preparedness

•     Demonstrated commitment to educational equity and community-centered service