School Office Assistant

Operations Newark, New Jersey


Great Oaks Legacy Charter School is seeking a part-time Office Assistant.

About Us

With the recent merger of Great Oaks Charter School and Newark Legacy Charter School, we have become Great Oaks Legacy Charter School, a high performing PK4 - 12th grade charter school.

About Great Oaks Charter School - Newark

Great Oaks Charter School - Newark opened its doors in 2011, initially providing 133 6th and 7th grade students with a rigorous college preparatory curriculum, supported by two hours of small group tutorial, daily. Great Oaks has added a grade each year. Prior to the merger it served over 460 students across two campuses – a middle school campus in the downtown Teachers Village complex, serving 6th – 8th grades and a high school campus in the downtown Lincoln Park area, most recently serving 9th – 11thgrades. The first 12th grade class will graduate in June of 2017. Great Oaks has seen dramatic academic growth, with its students placing top in the state in average Math SGP (student growth percentile).

About Newark Legacy Charter School

Founded as a BES (Building Excellent Schools) charter school, Newark Legacy Charter School started as an independent charter school focused on literacy and parent and community involvement. Newark Legacy opened its doors in 2010 with Kindergarten and 1st grade. In 2014, it was chosen as one of only three charter launch schools across the city, serving a large number of Newark students in the former Madison Elementary School building. Prior to the merger, Newark Legacy served over 640 students in Pre-K through 6th grade in this historic building in the South Ward of Newark.

Job Description 

The office assistant will support the operations manager and office manager to ensure the office operates efficiently and effectively, and will assist with administrative and operational duties, including:


  • Greets parents, students, and visitors, and provides direction and assistance.
  • Checks telephone messages and responds and/or communicates messages to appropriate staff members within 1-2 business days.
  • Composes, photocopies, and disseminates pertinent information to staff, parents, students, and visitors, including calendars, schedules, special event communication, etc.
  • Manages the OneCallNow system. Communicates with parents concerning school closings, early dismissals, school events, and other school-wide issues as needed.
  • Receives school and staff mail and distributes it to appropriate staff members.

Student Records

  • Assists with maintaining student records up to date in PowerSchool. Prints and distributes student progress reports and report cards as needed. Coordinates parent conferences as needed.
  • Assists with maintaining student attendance records on paper and in PowerSchool, with attention to tracking absenteeism and tardiness. Makes calls to parents of absent students. Assists with communication of daily Absentee Report.
  • Retrieves student records from previous schools. Responds to requests from parents and other schools for student records and transfers.


  • Assists with the receipt and tracking of student enrollment documents. Contacts parents as needed.
  • Assists with maintaining student files and contacts parents as needed for additional information.
  • Receives and processes new student enrollment applications. Responds to requests for waitlist information.

General Operations

  • Assists with maintaining, updating, and communicating school calendar and schedule.
  • Assists in the coordination of school events, assisting with setup, planning, organization, and coordination of resources.
  • Assists office manager in ensuring that office supply orders are submitted to the Director of Operations.
  • Receives deliveries and checks for accuracy. Assists office manager with supply inventory and communicating needs to DIO.
  • Assists in the maintenance of the bus ticket distribution process and records.
  • Assists with room reservation and scheduling as needed.
  • Assists with meal management/meal set up, and maintenance of records as necessary to meet requirements by the Dept. of Nutrition.
  • Assist with basic first aid when nurse is not available.


  • Belief that all students have what it takes to be successful and a desire to support the school’s college preparatory academic program.
  • Strong interpersonal skills and ability to build relationships and establish a good rapport with parents and other stakeholders.
  • Strong written and verbal communication skills.
  • Superb organizational skills and the ability to multitask in a high-paced environment, while maintaining professionalism.
  • Flexible and collaborative approach to work; Strong work ethic and willingness to "roll up sleeves" to support school operations.
  • Strong computer skills and proficiency in Microsoft Word and Excel required.
  • Bachelor’s degree from a competitive college or university is strongly preferred.
  • Proficiency in Spanish language preferred
  • Reliable transportation / punctuality required.
The office assistant role is a part-time position. Salary is commensurate with experience.

Great Oaks Legacy Charter School is an equal opportunity employer.