Office & Communications Assistant

https://havencharterhighschool.org/

Position Title

Office & Communications Assistant 

Department 

Operations

Site/Location

Haven Charter High School 

1529 Williamsbridge Rd, Bronx, NY 10461

Job Classification 

Non-Exempt

Full-Time 

Salary Range

$47,000-$55,000

Reports To

Director of Operations 

MISSION STATEMENT

The mission of Haven Charter High School is to provide a Career and Technical Education program serving the Bronx. Students will benefit from a well-rounded, rigorous STEM Education leading to a professional certification in the medical field. Through individualized planning and attention, graduates will have the academic skills necessary to be successful in college and careers, and the tools necessary to enter the workforce or enroll in college. 

JOB DESCRIPTION

Summary/ Objective

Haven Charter High School is a SUNY-authorized Career and Technical Education (CTE) high school focused on the Health Sciences sector. Haven provides students with rigorous academic instruction, hands-on career preparation, and meaningful pathways to college and career opportunities.

The Office & Communications Assistant provides administrative, operational, student-support, and communications assistance to support the effective daily operation of Haven Charter High School. This position serves as an important member of the school operations team, supporting front-office functions, assisting students and families, and helping maintain an organized, welcoming, and responsive school environment.

In addition to administrative responsibilities, the Office & Communications Assistant supports the school's communications and digital presence by capturing and developing content that highlights the day-to-day life of Haven, including student experiences, Career and Technical Education programming, school events, celebrations, family engagement, and other activities that reflect the school's mission and culture.

The individual in this role must demonstrate professionalism, discretion, creativity, initiative, strong organizational skills, sound judgment, and a commitment to the Haven community.

Essential Functions and Responsibilities

Office and Administrative Support

• Serve as a welcoming and professional presence for students, families, staff, visitors, and community partners.
• Greet and assist individuals entering or contacting the school and respond to routine questions and requests for information.
• Answer phones, direct calls, take messages, and route inquiries to the appropriate staff member.
• Perform general administrative and clerical functions, including filing, scanning, photocopying, data entry, document preparation, and distribution of correspondence.
• Assist with attendance-related processes, including monitoring late arrivals and supporting early dismissals.
• Maintain organized office files, records, materials, and supplies.
• Support the coordination and preparation of school meetings, orientations, family events, recruitment activities, celebrations, and special programs.
• Receive and coordinate deliveries, mail, packages, and other incoming materials.
• Provide administrative assistance to school leadership and staff as assigned.
• Maintain confidentiality of student, family, and staff records and information.

Communications & Digital Content Support

• Capture photos and short-form video of approved school activities, events, classroom experiences, CTE programming, student celebrations, family engagement activities, and other aspects of school life.
• Identify opportunities throughout the school day and school year to highlight student experiences, staff contributions, CTE programming, partnerships, special events, and school milestones.
• Develop engaging digital content that reflects Haven's mission, culture, programs, and school community.
• Create simple graphics, digital flyers, social media posts, stories, reels, and other visual content using approved platforms, templates, and branding.
• Draft captions, announcements, and other short-form communications for leadership review and approval.
• Assist with maintaining a school content calendar to support consistent, timely, and relevant communication.
• Gather content and information from teachers, staff, students, programs, and school events for use in school communications.
• Maintain an organized digital library of approved photographs, videos, graphics, templates, and other communications assets.
• Support recruitment, enrollment, family engagement, and school-event communications through the creation of approved digital content.
• Assist with maintaining current information and content across designated school communication channels as assigned.
• Follow established Haven branding, messaging, and communications guidelines.
• Ensure all content complies with school expectations regarding student privacy, photo/video permissions, confidentiality, professionalism, and appropriate use of social media.
• Submit public-facing content for review and approval in accordance with established school procedures prior to publication.
• Monitor designated school social media accounts as assigned and promptly alert leadership to questions, comments, concerns, or content requiring a response.

Student Supervision & Schoolwide Support

• Assist with student supervision during arrival, dismissal, lunch periods, hall transitions, school events, and other non-instructional times as needed.
• Help maintain orderly, safe, and positive common spaces throughout the school.
• Escort or direct students to appropriate locations, including classrooms, administrative offices, and other designated spaces.
• Support students in navigating routine school procedures and direct more complex questions or concerns to the appropriate staff member.
• Immediately report safety concerns, behavioral incidents, or emergencies to the appropriate administrator.
• Assist teachers and staff with materials, event preparation, classroom preparation, and other operational needs as appropriate.
• Provide support during orientations, family events, recruitment activities, school celebrations, and other schoolwide programs.
• Model respectful, professional, and supportive interactions with students at all times.
• Contribute to a positive school climate and work collaboratively across departments.
• Remain flexible and responsive to changing school needs and priorities.
• Perform other duties and special projects as assigned by school leadership.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with notice.

Clearance 

Employees must be clear to work at Haven Charter High School.  Employment is contingent upon successful completion of background checks and/or screenings.

Supervisory Responsibility

N/A 

Physical Demands

This position requires regular movement throughout the school building and may involve standing for periods of time while supervising students, supporting events, or capturing school activities. The role may also involve occasional lifting or moving of items up to 25 pounds and routine use of standard office and communications equipment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position

Expected Work Schedule

• Full-time | Monday – Friday | 8:00 AM – 4:00 PM
• Occasional evenings or weekends may be required based on school needs or special events.

EEO Statement 

Haven Charter High School (HCHS) an Equal Opportunity Employer and strongly encourages individuals with disabilities, and veterans to apply. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Qualifications

• High school diploma or equivalent required; associate degree, college coursework, or relevant postsecondary training preferred.
• Prior experience in a school, youth-serving organization, administrative office, communications environment, or similar setting preferred.
• Strong verbal and written communication skills.
• Strong interpersonal skills and the ability to interact professionally with students, families, staff, visitors, and community partners.
• Strong organizational skills with the ability to manage multiple responsibilities and shifting priorities in a fast-paced school environment.
• Proficiency with Microsoft Office and Google Workspace.
• Comfort using major social media platforms, particularly Instagram, and willingness to learn additional platforms as needed.
• Experience creating digital content, graphics, photography, or short-form video preferred.
• Familiarity with Canva or similar content-creation and design platforms preferred.
• Ability to capture clear, engaging photos and video using a smartphone or other school-provided equipment.
• Strong attention to detail and an eye for engaging, appropriate, and brand-aligned content.
• Ability to take initiative and independently identify tasks and opportunities within the scope of the position.
• Ability to maintain confidentiality, exercise sound judgment, and appropriately handle student and school information.
• Reliable, punctual, flexible, and able to work collaboratively as part of a school-based team.

Competencies 

• Communication Proficiency
• Organization & Time Management
• Teamwork & Collaboration
• Initiative & Self-Direction
• Creativity
• Responsibility & Reliability
• Sound Judgment & Decision Making
• Problem Solving
• Customer & Community Focus
• Digital Communication & Content Awareness
• Adaptability