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About the Role

The Admissions Administrative Assistant will provide daily on-ground administrative support to the admissions team. This outward-facing position requires a warm, courteous, professional, and positive demeanor for communication with prospective parents and students. The role involves working closely with the admissions team, Division Directors, and school administrative staff to support all aspects of the admissions process. The ideal candidate must be highly organized, detail-oriented, and a team player with excellent communication skills. Strong technology skills and mastery of database systems (such as Excel, Google Docs, and Veracross) are extremely important. We are looking for someone to start as soon as possible.

Responsibilities

Answer general incoming phone and email inquiries
Manage multiple calendars
Schedule prospective student evaluations and parent tours
Schedule prospective student classroom visits
Coordinate/schedule meetings via Zoom or conference call
Manage and organize applications on a daily basis
Communicate with Director of Technology and Director of Communications as needed to maintain smooth functioning of all website and data systems that support the admissions process
Prepare and send admissions correspondence such as decision letters, contracts and financial aid packages, requests for school records
Assist in the preparation of admissions statistics spreadsheets
Assist in organizing the logistics and details of admissions events such as Open Houses, and attendance at admissions events as needed
Attend full faculty and staff meetings
Willing to commit to anti-bias and anti-racism work and to promoting inclusion, belonging and equity through their work in the classroom and school community
Ensure a commitment to the school’s DEI mission and goals by participating in continuous professional development for learning differences, anti-racism and anti-bias of all kinds
Be an active member of the Gaynor community
Other duties and responsibilities as deemed appropriate

Requirements

Minimum of a Bachelor’s Degree
Minimum 2 years experience in an administrative position required
Experience in an independent school or mission-driven nonprofit setting is preferred
Exceptional communication and interpersonal skills with the ability to build trust and rapport across diverse communities, including internal leadership and staff, families and outside professionals
High proficiency with Microsoft Office and Google Workspace
Exceptional customer service and database system configuration skills (Veracross experience preferred)
Strong written and verbal communication skills in an additional language are a plus
Highly organized and resourceful with sound judgment and a results-oriented mindset
A strong commitment to diversity, equity, and inclusion and a passion for the mission of Stephen Gaynor School
A commitment to creating and maintaining an inclusive and diverse community
Detailed-oriented with strong time management skills
Ability to work independently
Self-motivated, flexible, and able to work as part of a team
Organized with the ability to multitask
Must be thoughtful in approach to speaking to children with special needs
Must be able to maintain confidentiality
Applicants are required to submit a resume, cover letter and contact details for at least two individuals who can supply reference letters upon appointment

Skills

Microsoft Office
Google Workspace
Database systems (Excel, Google Docs, Veracross)
Customer service
Database system configuration
Written communication
Verbal communication
Time management
Organizational skills
Multitasking

Location

New York, NY

Work Type

Full Time Staff

Experience Level

2 years experience in an administrative position

Education Level

Bachelor's Degree

Salary/Compensations

$28.00 - $33.00 Hourly

Benefits

Competitive compensation package
Comprehensive professional development program

About the Company

Since 1962, Stephen Gaynor School has been redefining what’s possible for children with learning differences. Located on Manhattan’s Upper West Side, Gaynor provides an individualized, evidence-based education for students in Pre-K through 8th grade who learn differently, including those with dyslexia, dysgraphia, dyscalculia, and ADHD. At Gaynor, our nearly 400 students benefit from small classes, a 3:1 student–teacher ratio, and specialized instruction, ensuring every child receives the support they need to thrive. Faculty work side by side with in-house specialists in speech, occupational therapy, literacy, and psychology— integrating academic, emotional, and developmental growth into every student’s experience. Beyond academics, Gaynor emphasizes confidence, self-advocacy, and belonging. Students learn to understand how they learn best, communicate effectively, and take pride in their progress. The school’s joyful, inclusive community celebrates diversity and nurtures each child’s curiosity and creativity, ensuring they feel valued and supported at every step. Graduates leave Gaynor with a strong foundation—academically prepared, emotionally grounded, and equipped with the tools to navigate new challenges. Families describe the experience as transformative: a place where children are understood, empowered, and inspired to reach their fullest potential.

Equal Opportunity

Stephen Gaynor School is an equal employment opportunity employer.
Gaynor is committed to building a culturally diverse and anti-racist workforce.
We provide opportunities for employment without discrimination or harassment on the basis of (including hairstyle), color, religion, creed, ancestry, sex, sexual orientation, gender and gender identity, gender expression, national origin, alienage, age, pregnancy, marital/partnership status, immigration or citizenship status, status as a veteran or active military service member status, disability, genetic predisposition, status as a victim of domestic violence, prior arrest or conviction record, caregiver status, credit history, salary history, unemployment status, sexual or reproductive health decisions, or any other characteristic or status protected by applicable law (collectively, the “Protected Characteristics”)