Executive Administrative Assistant

Executive Administrative Assistant to Secondary Leadership

(MS/HS)

Philadelphia Performing Arts: A String Theory Charter School

Vine 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 Responsibilities

Academic & 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]