POSITION STATEMENT

Middle School Learning Community (MSLC) Administrative Assistant

Start Date: July 2025

OVERVIEW
Brooklyn Friends School (BFS), a thriving Preschool-12 grade school located in vibrant Downtown Brooklyn, seeks a Middle School Administrative Assistant within a dynamic community of colleagues (BFS uses the all-inclusive term, colleagues, to refer to all rather than one that delineates faculty/staff). Founded in 1867, Brooklyn Friends School’s pillars of social justice, service learning/civic engagement, and Quakerism, serve as guideposts for our action-oriented collective work. Our school’s history has been illustrious and reflective of the expansive nature of human experiences. Guided by our mission, BFS provides a dynamic, diverse, and robust social/emotional environment and academic program that cultivates compassionate, intellectually curious, and confident changemakers. As a school, we affirm that human diversity includes, but is not limited to: race, ethnicity, culture, national origin, religion, gender, gender identity and expression, sexual orientation, age, socioeconomic class, family structure and physical ability, as well as diversity of thought, talents, and learning style. Brooklyn Friends School does not discriminate based on these characteristics or any characteristic prohibited by law and provides reasonable accommodations to otherwise qualified colleagues and applicants. If you need an accommodation related to any part of the hiring process, please send an email to [email protected].

This short video gives you a glimpse into our contemporary experience.

THE POSITION

The position of Learning Community Administrative Assistant is central to the effective operation of the learning community––from ensuring the safe whereabouts of students through managing attendance records to formulating and answering communications and following through on multiple tasks in an efficient and timely manner. The Learning community Administrative Assistants are in service to the full learning community and  contribute to the success of all operational aspects of the learning community. The MSLC Administrative Assistant is responsible for managing the daily correspondence of the Middle School Head as well as accurately keeping the Middle School Head’s calendar. Successful Learning Community Administrative Assistants will not only learn existing systems and structures quickly, but also will demonstrate resourcefulness by designing efficient support and administrative structures. Key to the successful execution of this role is partnership within the learning community and with other School departments and other learning communities. Learning Community Administrative Assistants also assist with the organization and maintenance of database records and the accurate filing of reports, files, and other records, and assist in the coordination of learning community retreats, field trips, meetings, and learning community events, as well as other duties as assigned by the Learning Community Head.

Duties and Responsibilities

This is a 12-month position that reports to the respective Learning Community Head.

• Represents and serves as a model of the BFS mission and core values, consistently welcoming and joyful manner in all communications and interactions with all constituents and community members both inside the school’s campuses and in the community outside the school’s campuses.
• Manages and maintains an orderly, neat, and attractive learning community space and greets visitors to the learning community.
• Assists the learning community with all day-to-day operations and serves as the administrative assistant to the Learning Community Head.
• Manages correspondence to/from the learning community and Learning Community Head.
• Manages the Learning Community Head’s calendar and manages, maintains and appropriately shares all learning community calendars, including shared space calendars.
• Performs administrative tasks in support of the learning community: type, file, copy, fax, digitize, and pick up and distribute mail, answer phones, communications, etc.
• Serves as a primary point of contact with learning community students,  families and colleagues, and maintains appropriate relationships with students, colleagues, and families, notifying the Learning Community Head of any issues of concern.
• Ensures the organization and accurate recording of student attendance, manages the attendance system, and communicates with families, students, and colleagues about student attendance on a daily basis. 
• Maintains current student records and files, maintains learning community-specific components of the school information system (e.g, myBFS/Blackbaud), and helps maintain internal informational systems (e.g., Google Sites, Google Folder, Colleague Binders, etc).
• Assists with obtaining records for families and coordinates responses to requests for school records from/to families, schools, and other governing bodies. 
• Assumes responsibility for arranging substitute coverage for teachers as needs arise, including evenings and weekends as necessary; if needed, provides substitute coverage, covers duties and other gaps, and/or supervises students.
• Maintains record of Middle School colleague absences, in coordination with the HR Department.
• Prepares and reconciles learning community budget monthly, maintains an organized system for budget accountability, and photocopies/scans petty cash, check requests, sub timesheets, and end-of-year orders, in accordance with the expectations of the Finance Office.
• Prepares and sends weekly, monthly, annual, and other regular communication publications for colleagues, students, and families. 
• Coordinates ordering and purchasing for the learning community, including supplies, forms and book inventories, and provides guidance and support for colleagues ordering supplies.
• Coordinates logistics for learning community meetings; takes and posts minutes at colleague and other learning community meetings; is  present and supports learning community and All-Colleague meetings and events.
• Works with learning community leadership to prepare learning community-specific information: handbooks, directories, calendars, etc.
• Coordinates the logistics of learning community retreats, field trips, meetings and events (e.g.,  invitations, venue(s), ordering, program). 
• Coordinates distribution of transportation passes to all eligible students.
• Serves as primary liaison to all School departments related to Middle School needs, such as Dining Services (school lunches, events, special ordering, and student lunch block procedures), Enrollment Management (coordinating tours and enrollment events), Campus Security (coordinating Emergency Drills, serving as fire drill “Sweeper”), Health Office (ensuring required paperwork received), Facilities and Maintenance (submitting work request tickets when necessary), and Systems Manager & Scheduler (ensure the successful execution of the learning community schedule).
• Partners with operational team members for the timely submission of annual data reporting on behalf of the School (e.g., DASL, INDEX).
• Assists with and coordinates all hiring efforts within the learning community to ensure an equitable and  welcoming experience for candidates (e.g., creating visit schedules, corresponding with candidates, greeting and hosting candidates on their visit days, collecting feedback, organizing applicant materials). 
• Coordinates with the Health Office to ensure that the learning community leader has all appropriate procedures and protocols that require adherence from families.
• Takes initiative and plays an active role in maintaining excellence within the learning community, stepping in as needed in any area of the successful operations of the learning community, and creating new systems where necessary and in collaboration with other departments to ensure a smooth experience for learning community leadership, colleagues, students, and families. 
• Performs other duties as assigned by the Middle School Head, including learning community-specific duties.

Qualifications and Characteristics Sought:

• Bachelor’s degree
• 3-5 years experience as an administrative assistant
• Has experience in a school environment and/or with children in a different setting
• Is invested in continued professional growth 
• Demonstrates strong communication skills (oral and written)
• Is comfortable working with families
• Is comfortable using technology and has experience with Google Suite and student information databases 
• Models collaboration and can speak to serving as a member of a team 
• Approaches work with flexibility, patience, grace, connection, and a willingness to learn 
• Demonstrates cultural competency and a commitment to diversity, equity, social justice, and inclusion
• Brings a passion and desire to create a joyful learning environment

Physical Requirements of the Job: 

• Must be able to work in an office environment including prolonged periods of sitting and standing.
• Must be able to stand, bend over, twist and reach to access file cabinets, bookshelves and navigate office and workstation spaces.
• Must be able to ambulate through a classroom setting, including walking up stairs.
• Must be able to lift and carry small children up to 40lbs in the case of emergency.

Union Status: Union

Salary Range: $71,050 - $82,500

This salary range represents the expected annual salary range for this position. Ultimately, in determining your pay, we'll consider your education level, experience, and other job-related factors.

• Benefits: Colleagues may be eligible to participate in employment benefits including, but not limited to, health insurance, dental insurance, vision insurance, 403(b) retirement plan, life insurance and long-term disability insurance. Benefits are subject to change at any time, and are subject to applicable plan documents.

To apply, please provide the following:

1. Cover letter addressed to the Head of Middle School. Along with punctuating your interest and experience, your cover letter should also address how you feel that your professional journey aligns with our school’s Quaker values and pillars of social justice and civic engagement.
2. Resume/Curriculum Vitae
3. List of three references (with emails, phone numbers, and relationship to you).
4. Letters of recommendation are highly encouraged. 
5. Completed online application.

Please email the above attachments (if possible as a single PDF) to [email protected] and [email protected], and put MS Administrative Assistant in the subject line. Qualified candidates will be contacted after materials have been reviewed. 

Brooklyn Friends School COVID-19 Vaccination Policy:

We appreciate your interest in employment at Brooklyn Friends School. We would like to note that the School has a mandatory COVID-19 vaccination policy, which requires all faculty and staff to be fully vaccinated, and provide proof of vaccination.

About Brooklyn Friends School

Brooklyn Friends School (BFS) is a thriving Preschool-12 grade school located in vibrant Downtown Brooklyn with a dynamic community of colleagues (BFS uses the all-inclusive term, colleagues, to refer to all rather than one that delineates faculty/staff). Founded in 1867, Brooklyn Friends School’s pillars of social justice, service learning/civic engagement, and Quakerism, serve as guideposts for our action-oriented collective work. Our school’s history has been illustrious and reflective of the expansive nature of human experiences. Guided by our mission, BFS provides a dynamic, diverse, and robust social/emotional environment and academic program that cultivates compassionate, intellectually curious, and confident changemakers. As a school, we affirm that human diversity includes, but is not limited to: race, ethnicity, culture, national origin, religion, gender, gender identity and expression, sexual orientation, age, socioeconomic class, family structure and physical ability, as well as diversity of thought, talents, and learning style.

Connections working at Brooklyn Friends School