Administrative Operations Specialist

Packer Collegiate Institute seeks an organized, proactive, and detail-oriented Administrative Operations Specialist to support the Business Office and the Department of Innovation & Technology. This shared position provides high-level administrative, logistical, and operational support to departmental leadership while ensuring efficient coordination of financial processes, technology operations, reporting, and communications. The Administrative Operations Specialist plays a key role in maintaining strong organizational workflows across both departments, supporting financial systems, managing documentation and reporting processes, and helping ensure the smooth execution of departmental initiatives and projects. This position requires exceptional organizational skills, discretion with sensitive information, and the ability to manage multiple priorities in a fast-paced school environment. Essential Functions Business Office Support Provide high-level administrative, logistical, and communication support to the CFOO and Business Office leadership. Manage administrative access within key financial systems, including onboarding, architecture of employee access, monitoring spending limits, and supporting system utilization. Support the supervision and tracking of NY State Mandated Services, BEDS reporting, and other regulatory filings. Assist with detailed financial documentation, reporting coordination, and administrative workflows including the financial audit and 990 filings. Ensure all policies and procedures are kept current and relevant for use across the Packer community. Innovation & Technology Support Provide high-level administrative, logistical, and communication support to the Department of Innovation & Technology leadership. Manage and track technology-related payments, contracts, vendor relationships, and payment schedules. Coordinate closely with the Business Office on technology budgets, purchasing, procurement, and contract management through Ramp. Manage department calendars, communications, and documentation workflows. Support departmental events and logistics including faculty training, device deployments, innovation events, and conferences. Track and compile operational data for reports, including: Help desk analytics Surveys Professional development participation Operational metrics and service trends Supervise and maintain document management systems including policies, handbooks, tracking logs, and operational reports. Position Qualifications Knowledge, Skills and Abilities Ability to perform essential functions independently with minimal supervision. Able to establish and maintain effective working relationships with students, staff and the School community. Ability to arrive at work on time. Strong attention to detail. Initiative and problem-solving ability. Comfort managing complex workflows. High level of confidentiality. Excellent interpersonal skills and professionalism. Ability to operate independently while supporting multiple teams. Education Preferred Education: Bachelor’s degree preferred or equivalent administrative experience. Experience 3+ years of administrative or operations support experience. Strong organizational and project coordination skills. Willingness to dive into highly detailed analysis and documentation. High level of discretion when handling confidential information. Excellent written and verbal communication skills. Ability to manage multiple projects and deadlines simultaneously. Proficiency in Google Workspace and data tracking tools. Preferred Experience 5+ years of administrative or operations support experience. Experience working with financial or procurement systems (Ramp/Netsuite experience a plus). Prior experience in an independent school or K-12 educational environment. Familiarity with technology operations, budgeting, and vendor management. Experience supporting multi-department leadership teams. Physical Demands This position is primarily performed in an office environment and requires the ability to remain in a stationary position for extended periods while working at a computer. Frequently operates standard office equipment, including a computer, phone, copier/scanner, and other related devices. Ability to communicate effectively in person, by phone, video conference and in writing. Regularly moves throughout campus buildings to attend meetings, coordinate logistics, deliver or retrieve materials, and support events. Occasionally lifts, carries, pushes, or pulls materials such as boxes, packages, files, or technology/event supplies, typically up to 25 pounds. Must be able to perform tasks requiring manual dexterity, including keyboarding, and handling documents and small equipment. May occasionally work outside of normal business hours to support time-sensitive school operations or events. Work Environment Or Working Conditions All Packer employees are required to work on campus. Reasonable Accommodations To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The Packer Collegiate Institute does not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, national and ethnic origin, ancestry, age, marital status, disability, or any other characteristic protected by law. This policy applies to, but is not limited to, educational policies, admission, financial aid, hiring and employment practices, use of school facilities, athletics, and other school-administered programs. Salaries are determined based on a scale reflecting years of teaching experience and level of education. #J-18808-Ljbffr