Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant, Auxiliary Programs Office

Location: The Stony Brook School, Stony Brook, NY

Reports To: Director of Auxiliary Programs

Position Type: Part-Time, 9-Month​, 20-25 hours per week (school year)

Position Overview

The Administrative Assistant for the Auxiliary Programs Office at The Stony Brook School plays a crucial role in supporting the daily operations of the school's auxiliary programs department, including coordinating and updating campus rental schedules and management of the rentals calendar, billing, ensuring the timely completion of health department forms for the school's summer camps, and other administrative tasks. This position requires a detail-oriented, proactive individual who can manage multiple tasks, communicate effectively with various stakeholders, and maintain organized systems to ensure the smooth functioning of auxiliary programs. The role also involves regular collaboration with internal departments such as the Facilities, IT, Dining, Security and Business Office, to coordinate logistics and support the successful execution of events and programs.

Key Responsibilities

Administrative Support

• Provide comprehensive administrative support to the Director of Auxiliary Programs and program staff.
• Manage and maintain accurate records for program enrollment and attendance.
• Ensure that all required certifications are current and on file, including lifeguard, CPR, and seizure response certifications.
• Maintain documentation for background checks (for renters and employees), certificates of insurance, and billing records.

• Manage program calendars, ensuring their accuracy.

• Ensure renters are set up for success by gathering required documentation (COIs, waivers, background checks), securing payment methods, and coordinating access (e.g., key cards, facility access).
• Prepare and distribute program materials, including registration forms, schedules, and newsletters.
• Assist in the preparation of reports and presentations related to program activities and performance.​

Communication and Coordination

• Serve as the primary point of contact for parents, staff, and external partners regarding program information and inquiries.
• Coordinate communication between program staff, school administration, and families to ensure timely and accurate information dissemination.
• Schedule and coordinate meetings, events, and activities related to auxiliary programs.​

Office Management

• Maintain organized filing systems for both physical and electronic documents.
• Order and manage summer camp supplies and materials needed for program operations.
• Ensure the smooth operation of summer camp facilities/equipment and coordinate with the Facilities Department as needed.​
• Assist with setup and breakdown of program spaces and special event venues as needed, i.e. Open Houses to prospective campers

Program Support

• Assist in the planning and execution of special events, field trips, and other program-related activities.
• Support Mailroom operations as needed and serve as the after-hours on-call Mailroom employee.
• Support the recruitment and onboarding process for program staff, including preparing materials and coordinating schedules.
• Collaborate with the Advancement Office to support updates and improvements to the school website related to summer programs.
• Monitor and track program budgets, assisting with invoicing and expense reporting.​
• Assist with collecting and organizing program feedback and renter evaluations for end-of-summer review.

Collaboration and Safety

• Coordinate with internal departments (Facilities, Dining, Security, IT) to ensure logistics are in place for events and programs.
• Support enforcement of school policies related to safety, security, and emergency procedures during all auxiliary events.

Additional Requirements

• Regular interaction with staff in both indoor and outdoor environments.
• May be asked to drive a school owed motor vehicle for errands, purchasing of equipment, etc.
• Occasionally lift, carry, and move equipment and supplies (up to 20 lbs or more) for activities and events.

Qualifications

• High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• Minimum of 2 years of administrative experience, preferably in an educational or childcare setting.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Excellent written and verbal communication skills.
• Proficiency in Google Workspace/Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database management.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Knowledge of child development principles and best practices in after-school programming is a plus.

About The Stony Brook School

The Stony Brook School is an independent college preparatory school (grades 7-12) dedicated to challenging young men and women to know Jesus Christ as Lord, to love others as themselves, and to grow in knowledge and skill in order to serve the world through their character and leadership. We are committed to fostering a diverse and inclusive community. We encourage applications from individuals of all backgrounds and experiences.

Equal Employment Opportunity:

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at The Stony Brook School will be based on merit, qualifications, experience, and abilities. We do not discriminate based on race, color, sex, national origin, age, citizenship, genetic predisposition, or any characteristic protected by law.