[2023-2024] Administrative Assistant

  • Full-time
  • Start Date: Immediate opening
  • Department: School-based Support

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. 

With the Troy Prep K-12 schools joining the KIPP Capital Region network for the 2022-2023 school year, our KIPP schools will serve more than 2,500 students across the Capital Region. We look forward to increased curriculum offerings for students, professional development for more than 350 staff, and enhanced family and community partnerships. 

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 instructional strategies


  • Minimum of High School Diploma; Bachelor's Degree preferred from an accredited College or University required
  • Knowledge of proper office procedures, including filing, answering the telephone professionally, photocopying, greeting all visitors cordially, and handling information with confidentiality
  • Preferred experience working directly with students, preferably required in the charter, private, or public school environment.
  • Prior experience working in schools and urban communities is preferred but not required.
  • Ability to work a flexible schedule outside of regular business hours.
  • Aptitude to create and work within an inclusive environment that honors and supports a diversity of backgrounds and perspectives.

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.  Reasonable accommodations may enable individuals with disabilities to perform the essential functions.  

  • Prolonged periods were sitting at a desk and working on a computer.
  • Must be able to access and navigate all areas of the school and other facilities as needed.
  • Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
  • The employee needs to read, write and speak English fluently. 
  • While performing the duties of this job, the employee is required to stand, walk, sit, use fingers to type, handle or feel objects, tools, or controls, reach with hands and arms, climb stairs, balance; stoop/bend and reach, kneel, crouch or crawl; talk, hear. 
  • Dexterity requires writing and operating standard office machines such as computers, printers, copiers, fax machines, phones, and calculators.  
  • Ability to occasionally lift and move up to 20 pounds.

The foregoing statements describe the primary purpose and the essential responsibilities assigned to this job. This job description is not designed to cover or contain a comprehensive listing of the employee's activities, duties, and responsibilities for this job. Duties, responsibilities, and activities may change with or without notice.

I have read and understand the responsibilities and duties of this position, as outlined above.

Additional Information

When you join KIPP Capital Region, you are joining in on our promise to families that their children will enter college and the professional world able to thrive academically due to their literacy, numeracy, and core knowledge in science and social studies. We also promise that our students will develop a passion for learning and the drive necessary to persevere as they climb the mountain to and through college and career. Our graduates will be prepared to return to their community as teachers, leaders, and architects of continued growth in the Capital Region. And while the biggest perk to working at KIPP Capital Region is doing work that makes a lifelong difference in the lives of our students, you'll find that's not the only benefit we offer:

  • Flexible Work Arrangement
  • Industry-leading medical, dental, and vision coverage
  • Aggressive employer 403(b) contribution match
  • Childcare benefits
  • Unparalleled work/life Integration
  • Casual dress code
  • Relocation stipend (conditions apply)
  • And so much more! For more information on the benefits of joining KIPP Capital Region, please view our Employee Benefits Summary.

Learn More:

KIPP Capital Region offers a competitive salary ranging from $38,693 - $68,823. Salaries are determined using an equitable compensation scale that accounts for years of experience relevant to the role and longevity within the KIPP network. KIPP Capital Region will evaluate and determine the step/level a new hire will be placed within our graded salary scale at point of hire.

All staff and educators at KIPP Capital Region are committed to anti-racism and inclusion, are part of a close-knit diverse community, and are encouraged to show up authentically, inspiring our children to do the same. Learn more about what it’s like to work at KIPP Capital Region: kippcapital.org/join-our-team/

This role is located at KIPP Capital Region schools in Troy, NY.

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