Job

Office Assistant

Posted by
ExpandED Schools | New York, NY
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ExpandED Schools is dedicated to closing the learning gap by increasing access to enriched education experiences. We give children more hours in the school day, bring more role models into the classroom, and infuse their learning with enrichments in literacy, STEM, arts, and sports and opportunities to build character and leadership skills. In our first decade, we created the nation’s first citywide system of K-12 after-school programs and leveraged more than $500 million in private and public funds. Today, we continue to reimagine learning time – in school, after school and during the summer – developing scalable and sustainable models that provide more quality learning. Since our founding in 1998, we have reached more than one million students and trained more than 30,000 educators and teachers. We: 

  • EXPAND the school day: Adding 2.5 hours each day; closing the learning gap by 450 hours/school year.
  • ENGAGE the community: Bringing additional role models – tutors, coaches, college students and teaching artists – into the classroom.
  • ENHANCE the learning: Balancing the curriculum with the arts, sports, STEM and character-building enrichments.

Purpose of Position:

The Office Assistant is responsible for providing support to the Administration & Finance division both by providing administrative support services to ensure smooth daily operations for Expanded Schools’ staff, tenants and their visitors, and providing administrative support to the Finance department.

Duties & Responsibilities:

  • Greet visitors and answer calls, directing guests and callers appropriately
  • Oversee scheduling of meeting rooms, maintaining daily schedules of meeting rooms to avoid conflicts.
  • Provide logistical meeting support (set-ups/break-downs as needed) and tracking billable usage of the training room and meetings rooms.
  • Liaise with building management, entering service request tickets in the building database, coordinate billing and staff ID cards, and
  • Manage Expanded Schools’ supplies, keeping careful inventories and ordering supplies both as requested and in anticipation of future needs.
  • Ensure that all copiers, printers and faxes are maintained properly; providing light IT support across the agency in conjunction with IT vendor.
  • Coordinate the delivery of incoming and outgoing mail; track billable usage of postage machine.
  • Distribute accounts payable checks with appropriate backup.
  • Review incoming administrative bills, liaise with office vendors and process payment requests (for invoices related to office and kitchen supplies, car service, and any facilities-related expenses).
  • Manage building management relationships, overseeing billing/invoicing process, issuing staff ID cards, and ensuring that cleaning services are delivered according to contract and that the HVAC system is in order.
  • Ensure Expanded Schools’ facilities, workstations and equipment are conducive to a productive working environment; work with building services and outside vendors as needed.
  • Maintain the appearance and organization of shared spaces including the reception area, pantry, kitchen, meeting and training rooms, mail room, file areas and supply closets.
  • Assist HR Manager with administrative functions such as PRS preparation and monthly credit card reconciliations, ensuring proper signatures for processing of all administrative paperwork.
  •  Verify that accounts payable checks match approved payment request documentation.
  • Coordinate files for the Finance department to support program, internal and financial audits.
  • Maintain office expense general ledger account analysis schedules.
  • Distribute payroll checks and paystubs.
  • Manage check log process (receiving, documenting and handing off checks to Finance) by keeping accurate check logs and ensure prompt processing.
  • Complete periodic projects and perform additional administrative tasks as needed across the organization as needed and as permitted during down time.

Required Qualifications:

  •  Associate’s degree and at least 2 years of relevant experience
  • Mastery of MS Office Suite programs, and thorough knowledge of multiple technology platforms to help resolve software and hardware users’ problems or issues
  • Bachelor’s degree and IT knowledge or MS certification preferred.
  • Solid grammar skills with the ability to compose emails and all-staff communications.

Expectations of the Role:

  • Excellent organization skills, with the ability to keep excellent records and a clutter-free workspace.
  •  Ability to meet deadlines consistently while delivering high-quality work.
  • Highly skilled to deal with different personality types and the ability to keep proper composure in high-pressured or ambiguous situations.
  • High self-awareness and the ability to handle multiple, conflicting priorities in a fast-paced environment, with tact and diplomacy.
  • Excellent follow-through skills, having a sense of urgency and accountability.
  • Attention to detail and high standards for presentation.

ExpandED Schools is dedicated to closing the learning gap by increasing access to enriched education experiences. We give children more hours in the school day, bring more role models into the classroom, and infuse their learning with…

Details at a glance

  • On-site Location
  • Full Time Schedule
  • 2-Year Degree Required
  • Professional

Benefits

ExpandED Schools offers competitive salaries commensurate with experience and a comprehensive benefits package. Our benefits package includes:

  • Full-time and eligible part-time employees receive medical, dental and vision plans for employees and dependents, largely subsidized by ExpandED Schools
  • Health, dependent care and transit pre-tax accounts
  • Employer-paid life insurance and supplemental disability coverage
  • A generous paid time off package which includes 20 vacation days, 8 sick days, 4 personal days and 12 paid holidays (prorated for part-time staff)
  • 403b retirement plan with eligibility for employer contribution of 5% of annual compensation after one year of employment (no match requirement)
  • Commitment to work-life balance
  • Partial tuition reimbursement offered to employees after one year of service
  • Professional development opportunities, including funds to participate in external training and coaching opportunities  

ExpandED Schools offers competitive salaries commensurate with experience and a comprehensive benefits package. Our benefits package includes:

  • Full-time and eligible…

How To Apply

ExpandED Schools is an Equal Opportunity Employer

ExpandED Schools believes in the importance of being a diverse, equitable and inclusive organization that enables our students and staff to thrive. We are committed to building a talented team that reflects the diverse backgrounds and experiences of our students. At the same time, we work to ensure an inclusive community through creating a space for important dialogue about issues of race and identity for our staff and students.  

As an equal opportunity employer, we hire without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability.

Interested candidates should send a cover letter and resume to: employment@expandedschools.org, Subject: Position Title. Please include your salary requirements. No faxes or phone calls, please. Only those candidates selected for an interview will be contacted.

ExpandED Schools is an Equal Opportunity Employer

ExpandED Schools believes in the importance of being a diverse, equitable and inclusive organization that enables our…

Location

New York, NY
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