Office Coordinator and External Affairs Administrator

The Quad Preparatory School - New York, NY




Commensurate with experience

Reports to

Director of Development and External Affairs


The Quad Preparatory School is an alternative, non-profit, K-12 college preparatory school dedicated to the education of twice-exceptional Students: bright and creative children who learn differently. Here, students rise to the level of talent, instead of being kept down to the level of challenge, in a completely alternative program that truly molds itself to each child.

Quad Prep is seeking a well-rounded individual with strong communication skills and sound judgement for a critical and external facing role in our dynamic administrative team. The Office Coordinator and External Affairs Administrator will be reporting to the Director of Development and External Affairs. This individual will support and provide leadership to the external facing day-to-day needs of the school, sitting at the front desk in our lobby. A focus of this job is taking a lead in creating a welcoming, warm, organized, and polished environment for our families, students, and visitors to enter into each day. The administrator will also provide support on projects, in particular related to communicating with families, as well as assist the school’s leadership team in ways that support the day-to-day smooth operation of the school and smooth and clear communication between the administration and families. They will also assist in the planning and executing of fundraising and special events, and general support.

The Administrator will be the first face that all who enter the school will see, and the first person prospective families will speak to, and therefore provides critical first-impressions and is the chief “environment” builder and person “setting the tone” for our positive, inclusive, calm, and professional operation.

This position is full-time (40 hours/week), based out of the Financial District in NYC. Occasional nights/weekends for select events will be required. Punctuality and reliability are of utmost importance for this position as there must be a person at the front desk at or before 8:00 am each day when the school opens to staff.

The Quad Preparatory School is a young, fast-growing school founded six years ago, and also a vibrant professional learning community for employees. Our culture is hardworking, collegial, responsive, and warm – and we look forward to welcoming you to our school!



This person is stationed at all times at the front desk in the school lobby which is on the fourth floor. They will greet, welcome, sign in, and direct all visitors.

They will field all phone calls to the school.

Processes incoming mail, packages, and deliveries.

Oversee school visitor system and be responsible for visitor procedure.

Builds a positive, safe, and orderly environment by following procedures.

Development, External Affairs, Academic, Clinical, and Administrative Support

Assist in administration of weekly, monthly and biannual communication from the school.

Assist in functions such as open houses, school tours, professional development workshops, fundraising events, Sunshine Committee activities, and other school-related activities.

Assist in the development and implementation of the school’s data management and filing systems as related to the Administrative Assistant position.

Assist in maintaining scheduling, calendars, and communications for the leadership team.

Maintain database and spreadsheets related to administrative assistant position as needed.

Market The Quad Preparatory School program actively, speak to prospective parents, and/or reach out to potential referral sources, and participate in school tours and open houses and fundraising events.

Environment Building/Space and Equipment Oversight

Provides strong “leadership by example” for the positive, professional and welcoming lobby environment, creating a strong positive impression for all who enter our space.

Oversees presentation and cleanliness of lobby area and literature displays.

Oversees presentation, cleanliness of employee lounge (creating systems for staff to help maintain this shared space).

Serves as the point person for the office supply vendor, phone vendor, and copy machine vendor.

Orders office supplies and track all orders.

Orders employee lounge supplies as necessary, as well as track all orders.

Manages staff lounge, supply room, and reception area,

Provides oversight for presentation of other shared spaces throughout the school.

Maintains and tracks all petty cash monthly sharing updated spreadsheet and receipts with the Director of Business Operations.

Maintains lost and found.

Additional Responsibilities

Perform other duties as assigned.

To ensure the seamless delivery of programs for our students and staff. This includes, but is not limited to, participating in all trainings and meetings as outlined in the Employee Handbook.

To communicate with all families, providers, and staff via appropriate channels.

Required Qualifications and Experience

Bachelor’s degree required, may be substituted for experience.

Exceptional verbal and written communication skills.

Excellent organizational skills and strict attention to detail.

Polished, positive, and alert personal presentation.

Inquisitive and calm nature.

Discretion and sound judgement.

Ability to assess a situation and understand how to direct a concern, question, or person, and when and how to involve a colleague in making a judgement call.

At least a year of prior administrative experience, preferably in an externally facing role in a school environment.

Eye for presentation of space (physical environment).

Desire to be around children and ability to interact appropriately with people of all ages and development levels.

Passion for relationship building.

Interest in fundraising.

Proficiency in GSuite products, in particular Google Drive.

Exceptional follow through.

Collaborative spirit.

Growth oriented and committed to learning new things.

Desire to advance in career.

Ability to take strong direction.

Ability to work independently in a fast-paced environment with a high degree of flexibility.

Desire to get in on the ground floor and build something new.

Work Environment: This job operates in a school setting. School is located on the 4th floor of building. This role requires regular walking to various locations around the school.

Physical Demands: While performing the duties of this job, the employee is regularly required to talk and hear. This position is very active and requires standing, walking, bending, kneeling, and stooping all day. The employee must frequently lift and/or move items over 30 pounds. During fire drills, employee will need to use the stairs to go to ground level from 4th floor. Typing required for composing emails and writing reports.

Position Type and Expected Hours of Work: This is a full time position in an educational facility which is open 8 hours a day. Employee will work 12 months out of the year according academic calendar (this position does not have summers off).

Required Education and Experience:
Bachelor's degree

AAP/EEO Statement: The Quad Preparatory School is based on an inclusive philosophy that does not discriminate on the basis of race, color, national origin, religion, gender, age, disability, marital status, creed, sexual orientation, familial status, citizenship, veteran or military status, or any other characteristic protected by law in its hiring procedures and policies.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.