Convent of the Sacred Heart, 91st St | New York, NY | Administrative Assistant for the Middle School

Convent of the Sacred Heart is New York City's oldest independent school for girls. As an independent, Catholic school, educating students in Pre-K through 12, we are part of an international network of 160 schools. We are committed to a set of principles shared by all Sacred Heart Schools. Known as the "Goals and Criteria," these principles articulate the core components of a Sacred Heart education and charge our community with a unified educational mission.

At the heart of our philosophy is the belief that each child possesses unique gifts. Our job is to unearth those gifts, nurture them, and empower each child of the Sacred Heart to share those gifts with the global community. Convent of the Sacred Heart is committed to building a community that is anti-racist, anti-bias, fair, inclusive, and welcoming to everyone and seeks candidates who connect to our 
Mission and Goals.

Administrative Assistant for the Middle School
August 22, 2022
Reports to: Middle School Division Head
FLSA: Non-exempt, full-time
Schedule: M-F 7:30 am to 3:30 pm

The Administrative Assistant works in collaboration with the Head of Middle School to ensure that the daily organization of the middle school runs smoothly. The administrative assistant has a key role in assisting the division head in disseminating information to faculty, parents, and students. The Administrative Assistant serves as a member of the Administrative Team and is responsible to ensure that the Goals and Criteria of Convent of the Sacred Heart are implemented for the education of the whole child.

  • Administrative experience or experience working in schools
  • Strong interpersonal skills
  • Enjoy working with middle school-age children
  • Ability to work collaboratively and independently as needed
  • Commitment to social justice, diversity, equity, and anti-racist, anti-bias education
  • Exceptional writing, editing, and revising skills
  • Proficiency in Zoom and Google Suite including Sheets, Docs, PowerPoint, Meet and Drive.
  • Familiarity with Macs, mail merge, Onsuite, Blackbaud, ADP preferred.
  • Extremely organized; detailed-oriented with strong planning skills
  • Proactive: anticipates upcoming events
  • Competent with varied tasks and multitasking
  • A high degree of discretion and confidentiality, as necessary and appropriate
  • Bachelor's degree in English preferred
  • Ability to work in person. This is a 12-month staff position.
Responsibilities include but are not limited to:

Manage day-to-day details from the Middle School Office which include but are not limited to the following:
  • daily attendance
  • mailings
  • filing
  • maintain student records
  • office supplies
  • copy machine
  • printer (including paper)
  • student/faculty lists, schedules on file in the Middle School office
  • report cards
  • maintain records, paperwork, and communication for students applying to high school 
  • MS email communications with families
Excellent organizational skills
  • Maintain an accurate calendar for school events and for the Head of Middle School
  • Update family and faculty on-line calendars
  • Keep an accurate chronological file for any communication from the middle school office
  • Assist with ADP system for faculty
  • Assist day-to-day, room changes, events
  • Arrange transportation for trips
  • Attend weekly faculty meetings; keep minutes
  • Enter student information into the scheduling program
  • Help coordinate rooms and materials needed for MS events, special masses
  • Prepare information packets for curriculum nights, orientations and special events
  • Schedule parent-teacher conferences
  • Work with food service and Technology department in preparation for events
  • Submit work orders and make arrangements with outside vendors, such as florists
  • Assist MS Head on budget, maintain all budget files, and work with the business office
  • Fill out requisition forms
  • Keep an ongoing/updated budget for all MS expenses

It is the policy of Sacred Heart to provide equal employment opportunity to all employees and applicants. This means that all employees and applicants will be treated on an equal basis without regard to race, religion, color, gender, sex, age, national origin, ancestry, citizenship status, marital status, pregnancy, military status, Vietnam or other veteran status, sexual orientation, domestic partnership status, disability, genetic information, gender identity, unemployment status or any other status protected by law. In addition to the protected classifications included in our EEO policy, the School also prohibits any form of discrimination or harassment based on being a certified medical marijuana patient, arrest or conviction, or domestic violence victim status in accordance with state law. This policy applies to all terms, conditions and privileges of employment, including but not limited to: hiring, training, faculty development, promotion, compensation, benefits, educational assistance, employee facilities, termination, and retirement. Any employee who engages in conduct that violates this policy is subject to discipline, up to and including termination.
Link to Apply:
Schools of the Sacred Heart share in the educational mission of the Society of the Sacred Heart as articulated in the Goals and Criteria. The structure supporting Sacred Heart education in Canada and the United States includes the Conference of Sacred Heart Education and the Network of Sacred Heart Schools.  Together they provide services and programs to ensure vitality of mission for the member schools sponsored by the Society of the Sacred Heart.