Administrative Assistant (Front Desk Support)

American Paradigm Schools

8101 Castor Avenue Philadelphia, PA 19152

Discovering Excellence Through Cultivating Differences

American Paradigm Schools are dedicated to equity and excellence for all learners, while celebrating the uniqueness of our communities. Our values drive our dedication to providing a world class education.

Position Title : Administrative Assistant (Front Desk Support)

Position Type : Full Time

Location : First Philadelphia Preparatory Charter School – Building B Lobby

Department : Administrative Support

Reports To : Director of Operations

Employment Status : Exempt

Employment Duration : 12 months

Position Summary

The Administrative Assistant (Front Desk Support) plays a vital role in supporting the daily operations of the school. While serving as a welcoming presence in the Building B Lobby and providing select receptionist duties, the primary responsibility of this position is to deliver high-quality administrative assistance to staff, leadership, and families. The ideal candidate is detail-oriented, resourceful, and able to manage multiple priorities in a fast-paced school environment.

Major Responsibilities

Provide administrative support to the Director of Operations and school leadership.

Manage calendars, schedule appointments, and coordinate meetings.

Draft, proofread, and distribute correspondence, reports, and school communications.

Develop and maintain organized filing systems (digital and physical).

Prepare, track, and assist with regularly scheduled reports.

Maintain contact lists, databases, and administrative records.

Serve as a welcoming point of contact in the Building B Lobby, greeting and directing visitors.

Answer and route phone calls and inquiries professionally and efficiently.

Assist with special projects, school events, and other administrative initiatives.

Collaborate with administrative colleagues to ensure efficient office and school operations.

Knowledge, Skills, and Abilities

Proven experience as an Administrative Assistant, preferably in an educational or nonprofit environment.

Strong knowledge of office management practices, procedures, and technologies.

Proficiency in Google Suite and Microsoft Office (Word, Excel, PowerPoint).

Excellent organizational and time management skills, with the ability to balance multiple priorities.

Exceptional written and verbal communication skills.

Attention to detail and strong problem-solving abilities.

Professional, approachable, and customer service–oriented demeanor.

Flexible, collaborative, and able to adapt to changing needs.

Technology Skills

Google Suite / Microsoft Office

Office equipment (copiers, scanners, printers, fax)

Video conferencing platforms

Education and Experience

High School Diploma or equivalent required (Associate's Degree preferred).

2–3 years of administrative experience, ideally in a school or professional office setting.

Physical Requirements

Prolonged periods of sitting, standing, or walking.

Regular verbal communication by phone and in person.

Occasional lifting, pushing, or pulling of office materials.

American Paradigm Schools are Caring School Communities.

Relationships are the foundation of classroom and school life and underpin teaching, learning, and prosocial development. Building relationships and fostering students' sense of community are a critical part of our work at APS and as such, we have partnered with the Collaborative Classroom to implement the Caring School Community Model in all of our schools.

Caring School Community model builds positive classroom and schoolwide communities while developing students' social and emotional learning (SEL) skills and competencies. It is designed to help students become caring, responsible members of their school communities and, ultimately, to grow into humane, principled, and skilled citizens of a democratic society. The lessons in the program help faculty and staff create a warm, safe, and disciplined school environment where all community members can develop the skills and dispositions they need to interact constructively with others.

All employees at American Paradigm Schools are expected to be true champions of the Caring School Community Program.