Executive Administrative Assistant to Secondary Leadership

Executive Administrative Assistant to Secondary Leadership (MS/HS)

Philadelphia Performing Arts: A String Theory Charter SchoolVine Street Campus | 1600 Vine Street | Full-Time

Philadelphia Performing Arts: A String Theory Charter School is seeking a full-time Executive Administrative Assistant to Secondary Leadership (MS/HS) to support middle and high school programs at our Vine Street Campus (1600 Vine Street). Serving students in grades 6–12, our school provides a unique educational environment designed to grow the next generation of creative leaders through a rigorous blend of academics, arts and sciences majors, and a technology-infused, project-based, standards- and competency-driven curriculum.

This role provides comprehensive administrative, academic, and operational support to ensure smooth communication with families, accurate reporting, compliance, student tracking, and day-to-day school operations. The coordinator works closely with academic leadership, operations, admissions, and front office staff to support students, families, and faculty.

Qualifications

• Associate’s or Bachelor’s degree
• Required clearances: Criminal History, Child Abuse, and FBI (Acts 34, 151, and FBI)

Key ResponsibilitiesAcademic & Departmental Support Responsibilities include, but are not limited to:

• Manage and distribute academic reports, including:
• Report cards
• Interim progress reports
• Transcripts
• Invoices(via PowerSchool MBA Reports and ParentSquare SecureDocs)
• Coordinate testing compliance correspondence, schedules, and updates
• Prepare and send Title I correspondence; maintain documentation and calendars for audit requirements
• Support counselors with 504 plan DocuSign processes
• Compile and distribute summer assignments and orientation communications for rising grades (6–8 and HS)
• Create and manage mail merges for:
• Summer school notices and completion letters
• Testing results
• Summer Bridge communications
• Produce certificates, name tags, labels, and awards materials
• Compile and send weekly parent-facing newsletters
• Support Moving Up Day and other academic ceremonies

Operations & Front Office Support Responsibilities include, but are not limited to:

• Support the front desk as needed (answer phones, handle in-person inquiries)
• Assist with student arrival and daily needs (IDs, uniforms, late phones, etc.)
• Manage office email and phone communications and redirect as appropriate
• Order and maintain supplies (labels, office materials, etc.)
• Handle certified, legal, and FedEx mail; maintain records
• Track and communicate with families regarding technology fees and activity fees
• Send emergency alerts and school-wide communications
• Maintain event attendance records for Open Houses, Back-to-School events, and orientations
• Prepare signage, Google Forms, QR codes, and materials for school events

Climate, Safety & Student Tracking Responsibilities include, but are not limited to:

• Assign and manage lockers/locks for grades 6–12; maintain inventory and resolve issues
• Support student ID management, replacements, and fee communication
• Assist with student attendance tracking and transpass/compass processes
• Prepare suspension documentation (as assigned)
• Create and maintain security calendars for 12-month employees

Admissions & Community Engagement Responsibilities include, but are not limited to:

• Support admissions events by preparing materials, signage, and QR codes
• Track RSVPs and attendance for placement days and registration events
• Communicate registration deadlines and event information to families

Staffing & Administrative Support Responsibilities include, but are not limited to:

• Maintain hiring spreadsheets and track applicant communication
• Assist with candidate outreach and vetting processes
• Support onboarding tasks as assigned
• Attend and contribute to weekly operations meetings
• Participate in ParentSquare training to remain current on communication tools
• Track teacher time and attendance (role-dependent)
• Support payroll processes as assigned

Skills & Competencies

• Excellent organizational and time-management skills
• High attention to detail, professionalism, and confidentiality
• Strong written and verbal communication skills
• Proficiency with Google Workspace (Drive, Docs, Sheets, folders) , PowerSchool , ParentSquare , and mail merge tools
• Ability to manage multiple priorities across departments
• Comfortable building relationships with students and families through thoughtful, frequent communication
• Experience working in diverse settings
• Ability to problem-solve and work in a collaborative environment
• Experience in a school or educational setting preferred

Benefits

• Access to innovative technology resources and a modern learning environment
• Excellent health benefits (for you and your family), retirement benefits, and more

How to Apply

Please visit to learn about the application process. Send all required materials to: [email protected]

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person