Facilities Operations Assistant

The Quad Preparatory School

Facilities Operations Assistant

Immediate Opening 

Classification: Non-exempt 

Reports to: Security and Facilities Manager

Annual Salary Range: $35,000 - $50,000 

At Quad Prep, we are on a mission — to transform the lives of neurodiverse, twice-exceptional people by redefining the experience of school. Through the collective, collaborative, and empathic work of our teachers and clinicians, we are empowering our students to engage with the exciting and wonderful diversity of this world. 

As we enter our 13th year, we are excited to welcome fellow innovators and collaborative colleagues to our team to be a part of this inspiring and impactful mission. At Quad Prep, a New York State Association of Independent Schools (NYSAIS) Accredited School, we are eager to create challenging and engaging learning experiences for our students, to seek diverse perspectives, and to work together to continuously refine and redefine best practices in neurodiverse education. The Quad Preparatory School actively seeks to advance diversity through its programs and hiring.

Why work at Quad Prep?

• ACCREDITED SCHOOL: Quad Prep was recognized as an outstanding school when it received accreditation through NYSAIS.
• COMMUNITY: We are committed to building a joyful and inclusive culture where everybody is celebrated for who they are.   
• COLLEAGUES: Our colleagues are inspiring, consummate innovators and are at their happiest collaborating to create personalized solutions for each student.  
• STUDENTS We guarantee that you will learn something eye-opening every single day from our students — and have a lot of joy and laughter along the way!

• DEEP PROFESSIONAL LEARNING: Quad Prep supports mission-driven educators and clinicians to grow their professional skills and influence in the neurodiversity educational space. Close collaboration with colleagues, coaching from supportive leaders, and thoughtful, in-depth professional learning programs keep us growing.

• GENEROUS AND COMPREHENSIVE BENEFITS

• Health: Medical, Dental, Vision
• Student Loan repayment 
• Retirement Plan contribution
• Group Life Plan
• Disability Insurance
• Generous Parental Leave

• WORK LIFE BALANCE:  In addition to vacation and sick time, there are approximately 21 scheduled school closure days throughout the calendar year, including a full week off during the first week of the December break. We also provide supervision each week to support your professional growth while limiting the number of after-work hours needed. Our goal is to help you live the life you want—both inside and outside of school.

Who We Are

(If Quad Prep is for you, you'll read what's below and feel, "That's me!")

At Quad Prep, we are guided by values that we hold dear and we have developed an innovative set of practices to meet our mission. We are:

Groundbreaking: We ignite our students’ talents and are passionate about their futures. You are:

• Passionate about our work and our mission
• Creative and excited about reaching each and every learner in new ways
• Excited to help create new, evidence-based best practices in this rapidly evolving field
• Able to set high expectations of both students and yourself and discover ways to meet them

Collaborative:  We function with an exceedingly deep degree of collaboration. You:

• Communicate effectively with colleagues
• Seek to understand yourself and others in order to welcome new perspectives 
• Are generous of spirit and willing to give and receive feedback and input freely
• Are kind, welcoming, and inclusive

Trustworthy:  We are steadfast and are accountable to our students and each other. You:

• Can be counted on to do what you say you will do
• Have a high level of ownership for personal and team results
• Can purposefully develop skills to find success in your work and our learning community
• Ask for support when you need it
• Project an unflappable, firm, and kind presence to our students

Constantly Learning and Growing:  We value continued growth and learning. You:

• Seek opportunities to learn and grow in your professional practice
• Support colleagues by sharing best practices and nurturing their learning
• Help the organization grow and improve by developing and sharing new ideas and approaches

Resourceful:  At Quad Prep, we dig deep to meet our mission. You: 

• Are highly effective and dedicated 
• Show initiative
• Display good judgment and sensibility
• Excellent at supporting students inside and outside the classroom

Flexible:  At Quad Prep, we never give up on each other and are driven by the ethos of “not if, but how.”   You are:

• Open to new ideas
• Nimble in fluid, changing environments
• Excited by growth, change, and innovation

WHAT YOU’LL DO

The Quad Preparatory School Facilities Operations Coordinator focuses on maintaining the cleanliness, appearance, and safety standards of the School. You help do whatever tasks are needed to keep the school clean, looking good and functioning properly.

When a light bulb needs to be changed, a window unstuck, a soap dispenser filled, a ceiling tile replaced or a coat of paint added, you're there to pitch in.

And of course, your help with cleaning, disinfecting, and sanitizing will be extremely important - and you'll have all of the equipment to do your job properly and safely.

The Facilities Operations Coordinator duties:

• Ensure the cleanliness, tidiness, and safety of all school facilities, including classrooms, hallways, restrooms, and outdoor areas in front of campuses.
• Perform routine maintenance tasks such as repairing furniture, fixtures, and equipment.
• Assist with setting up for school events, meetings, and activities.
• Respond promptly to maintenance requests from staff as appropriate, while being in conversation with supervision.
• Handle deliveries and shipments, ensuring they are properly distributed to the relevant departments.
• Keep an inventory of maintenance supplies and equipment, school supplies, and inform the administration of any restocking needs.
• In an emergency midday situation, if necessary, snow removal and salting during winter months to ensure safe access to the school, cleaning of sidewalks in front of buildings in an unusual circumstance that requires immediate attention.
• Carry out minor repairs on plumbing, electrical systems where appropriate and as needed.
• Work closely with the team to plan and execute larger maintenance projects over breaks and summer.

Upkeep and Handywork

• Complete daily walkthroughs to ensure the facility does not have any hazards or damaged equipment/furniture
• Replace lightbulbs throughout the campuses as needed
• Maintain a stocked tool box with all of the standard bolts/screws needed for furniture and equipment
• Fix holes in walls with plaster/sheetrock
• Sand, prime, and paint furniture as needed
• Procure, and install small equipment such as cabinet locks, door sweeps, paper towel dispensers, etc.
• Let management know when supplies are low so that you always have the supplies you need to do your job correctly

Porter Duties, Facilities Maintenance/Events Set Up

• Maintenance of bathrooms and other common areas throughout each day - ensure paper is stocked, areas are free of hazards and clean, and sanitizing areas as necessary throughout the day
• Keep daily records of maintenance clean ups per area
• Maintain stock of paper towels, toilet paper, and soap in the restrooms for use throughout the day and a backup supply for evening cleaning crew to use
• Maintain stock of coffee, tea, cups, sugars, stirrers, water, sparkling water, and cookies for the teacher’s lounge, executive team room, and events
• Set up events and large meetings as per event host’s instructions such as for admissions events, parent events, professional development days, board meetings, and other set up
• Keep current inventory of school supplies
• Organize various inventories (health related, school supplies, materials for maintaining campuses as examples), assist school staff in finding the supplies they need
• Help keep the supply closets organized with proper access
• Ensure all storage rooms, exits, and stairways are clear of obstructions
• Support lunch and evening event coverage at the security desk as needed

Packages incoming and outgoing

• Receive and distribute all packages that arrive
• Assist in sending out mail (package when requested, deliver to post office)
• Handle deliveries and shipments, make trips to Post Office and track packages when necessary

Vendor Assist (as directed by your supervisor)

• Work with third parties to ensure that the HVAC is running properly
• May be asked to research third party vendors for emergency maintenance, summer projects, and other projects during breaks that in-house facilities crew cannot handle
• Receive and inspect detailed estimates, quotes, and invoices to ensure that they are within budget and are quoted as tax exempt. All estimates, quotes, and invoices should be delivered to your supervisor immediately upon receipt.

OTHER TASKS AS ASSIGNED

It is important to note that this list of duties is your guide, and there will always be additional duties that will be assigned to you by your supervisor. You are an important part of the team and you will be called upon to assist in many school projects and tasks.

Preferred Education and Experience:

• Crisis prevention and intervention training
• Security License - Candidates who do not already have a security license will be asked to complete a course upon hire.

Work Environment: 

This job operates in a school setting. School campuses are located on the 4th floor of one building with an elevator, as well as the ground, fifth, and sixth floors of a separate building with an elevator. This role requires walking to various locations around the school frequently and occasionally traveling between the two campuses, which are approximately two blocks apart.

Physical Demands:

While performing the duties of this job, the employee is regularly required to talk and listen. This position is active and involves continuous standing, walking, and climbing stairs. The employee must be able to lift and/or move items above or around 100 pounds. Typing is required. During fire drills and other emergencies, the employee, unless physically unable, will need to use the stairs to go to ground level. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Type and Expected Hours of Work: 

This is a full-time non-exempt position in an educational facility which is open eight hours a day. Occasional evening or weekend hours may be required. In general, though, hours are Monday-Friday 8am - 4pm. 

Compensation and Benefits: 

Compensation is dependent upon experience and degree obtained. 

At Quad Prep full-time (or over 30 hours per week) employees will have access to a full range of benefits, including medical, dental, and vision coverage; Health Savings Account (HSA), Flexible Spending Account (FSA), pre-tax transit, and dependent care (DC FSA) accounts; a 401K match, and student loan repayment contributions (after one year of employment); and a range of professional development opportunities, including our First Year Support Program for all new faculty and staff, our Leadership Development Institute for those interested in gaining supervisory experience, and our Administrative Retreat held at the start of each school year.

Want to learn more about Quad Prep? Connect with us! 

***Note that currently, all employees are requested to be fully vaccinated and boosted for COVID-19. In the event of an outbreak of COVID-19 or any other communicable or infectious disease, or any public-health condition designated by the New York State Commissioner of Health, that in the School's sole discretion requires operational changes, the School reserves the right to establish and modify health and safety protocols, including requiring vaccination and/or vaccine boosters, testing, or other health requirements and requests for proof of compliance. ***

ADA/AAP/EEO Statement: The Quad Preparatory School is committed to the full inclusion of all qualified individuals. We take steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact our People and Culture department at peopleandculture@quadprep.org.

The Quad Preparatory School is based on an inclusive philosophy that does not discriminate on the basis of race, color, national origin, religion, gender, age, disability, marital status, creed, sexual orientation, familial status, citizenship, veteran or military status, or any other characteristic protected by law in its hiring procedures and policies.