Administrative Assistant

Company Description

KIPP Capital Region is a part of a national network of high-performing public Charter Schools committed to creating joyful, academically excellent, and prepared students with the skills, ability, and confidence to pursue their paths to college, career, and beyond. 

Located in both Albany and Troy, NY, KIPP Capital Region serves 2,500+ students in grades K-12 across seven schools.  We believe every individual walks through the doors of schools bearing gifts. Talent. Perspective. Drive. Inspiration. So at KIPP Capital Region, we support every student and educator to see those gifts, then build the skills and confidence they need to thrive. 

We are committed to furthering anti-racism, equity, and racial justice in all our efforts, and expect all of our stakeholders to participate in this work so that we can create a future without limits for our students, together.

Job Description

The Administrative Assistant is responsible for performing various routine clerical duties to support the organization.

Responsibilities include but are not limited to:

• Plans, manages, and maintains an accurate calendar of meetings, conference rooms, and other commitments while balancing competing scheduling priorities
• Organizing and managing files, acting as receptionists, scheduling meetings and appointments, and supporting other staff with organizational tasks.
• Performs clerical duties, including typing, filing, and completing simple forms.

• Operates office machines, including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
• Serves as the receptionist for the office, greeting visitors and applicants.
• Answers phones, directs calls to appropriate individuals and prepares messages.
• Copies, sorts, and files records related to office activities, business transactions, etc.
• Prepares letters, memos, forms, and reports according to written or verbal instructions.
• Sorts incoming mail and delivers to appropriate department or individual; processes outgoing mail.
• Maintains filing systems either manually or electronically.
• Perform other administrative support tasks, including updating and sorting files, drafting and proofreading correspondence, and conducting research

• Perform other duties as outlined by the Director of Operations
• Complies with all federal, state, and local laws and regulations, including the NYS Department of Education, Department of Health, and NYS Office of Children and Family Services
• Adheres to organization policies and procedures; promotes and supports mission, vision, and values, including developing and participating in internal surveys and data collection for continuous improvement initiatives.
• Strong verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient with Microsoft Office Suite or related software.
• Adaptability and comfort working in a complex, fast-paced environment that demands continuous learning and improvement
• Impeccable organizational skills and a detail-oriented mindset that focuses on driving excellent results
• Strong interpersonal and communication skills with a focus on customer satisfaction
• Outstanding time-management skills and a dedication to meeting deadlines
• fostering collaboration among members of the school’s operation team while giving and receiving constructive feedback
• Proven ability to manage and implement change and continuous improvement initiatives.
• Act as a positive role model, effectively manage emotions, and demonstrate tolerance and empathy.
• Demonstrate an understanding that changing behaviors and habits require repetition and practice. 
• Exhibit patience and flexibility with others and display a high social and emotional intelligence level.
• Help maintain a school-wide culture that best fits the needs of our students, teachers, and families
• Ability to handle confidential and sensitive information with extreme discretion.  
• Manage and implement change and continuous improvement initiatives.  
• Significantly demonstrated project management skills. 
• Outstanding communicator with the ability to resolve conflicts and issues.
• Resilience, focus, and determination on student outcomes.
• Demonstrated passion for and a commitment to the mission and vision for high-quality public education and the character traits we value: Affirmation, Joyful, Excellence, Community, Collective Power, and Optimism.
• Deep understanding of appropriate application and differentiation of high-leverage inst