Education Administrative Assistant

About Weeksville Heritage Center

Weeksville Heritage Center (WHC) is a historic site and cultural center in Central Brooklyn that uses education, arts, and a social justice lens to preserve, document and inspire engagement with the history of Weeksville, one of the largest free Black communities in pre-Civil War America, and the Historic Hunterfly Road Houses. Founded in 1838, Weeksville was the second largest of approximately 100 independent African-American communities established before the Civil War. When a group of community activists rediscovered three remaining original homes 1968, they purchased, rehabilitated, and restored the Hunterfly Road Houses, re-opening their doors as the Weeksville Heritage Center in 1973. In 2014, WHC opened its new Cultural Arts and Education Center and campus, including a visual arts gallery, performance space, resource center, and administrative offices. WHC is now poised for a bright new era, with the resources and vision in place to fully activate our history and expand our education, preservation, and public programming.

As a member of New York City’s Cultural Institutions Group (CIG) member, WHC is one of New York City’s cultural treasures, dedicated to preserving and celebrating the story of the 19th century African-American community of Weeksville, a nationally significant, exceptionally well-documented and rare extant example of an independent African-American community organized by Black entrepreneurs and land investors to promote economic, social, and political rights.

About the Opportunity

The Education Administrative Assistant provides essential administrative, scheduling, logistical, and fiscal tracking support for Weeksville Heritage Center’s Education Department. Reporting to the Director of Education, the position works closely with the Education Manager on day-to-day program coordination and delivery and serves as a key point of coordination among Education, Operations, Finance, Development, educators, schools, community partners, and program participants. The position is responsible for coordinating program schedules and logistics, maintaining attendance and evaluation records, supporting grant deliverable tracking and expense documentation, and providing administrative support to the Education Director, Manager, and program staff.

Primary Responsibilities

Program Scheduling and Administration

Coordinate scheduling for all Education programs, including public and school tours, workshops, educator programs, after-school programs, and other events, in consultation with the Education Manager and program staff.
Serve as an administrative point of contact for schools, educators, facilitators, community partners, and other program participants, managing confirmations, scheduling changes and cancellations, rescheduling, and related communications by email and phone as needed.
Maintain accurate program calendars, schedules, participant records, contact lists, and digital files, and coordinate educator and facilitator assignments and schedules.
Prepare and distribute program confirmations, reminders, schedules, cancellation notices, and other logistical communications, ensuring that relevant Weeksville staff receive timely updates.

Program Logistics and Operations

Work closely with the Education Manager, Tours & Afterschool Coordinator, Tours & K–12 Coordinator, and Operations Department to coordinate logistical needs for tours, workshops, after-school programs, and other Education events, including spaces, setup, equipment, supplies, and access.
Ensure that Education staff and relevant Weeksville departments have timely information about schedules, participant numbers, staffing, and outstanding logistical needs.
Conduct pre-program logistical check-ins and follow up on outstanding needs.
Support onsite programs and events as needed, including registration, participant check-in, materials preparation, and other administrative tasks.
Assist with purchasing, supply ordering, and other administrative needs related to program delivery.

Attendance, Evaluation, and Data

Maintain accurate attendance records across Education programs and partnerships. • Work with the Education Manager and program coordinators to ensure participant information is complete and consistently documented.
Distribute, collect, and track participant, teacher, and educator evaluations and other assessment tools.
Maintain organized attendance and evaluation records and prepare summaries for internal reporting, program assessment, and grant documentation.
Track completion of required evaluation tools and flag outstanding information to the relevant Education staff.
Support the Education Manager and Director of Education in compiling participation and program data.

Grant and Expense Tracking

Maintain a centralized tracking system for Education grant deliverables, deadlines, participation targets, and reporting requirements established by the Director of Education and Development Department.
Work with the Education Manager and program staff to collect program information and documentation needed to track grant deliverables.
Monitor deadlines and flag outstanding deliverables to the Director of Education, Education Manager, and relevant staff.
Gather and organize attendance, evaluation, program, and other documentation needed for grant reporting.
Maintain a monthly tracking system for Education Department expenses.
Collect and code expenses to the appropriate program, grant, and budget line according to established guidelines.
Maintain supporting documentation and prepare monthly expense summaries for review by the Director of Education and/or Finance Department.
Flag discrepancies or missing documentation and help gather the expenditure information needed for grant reporting and budget monitoring.

Departmental Support

Provide administrative support to the Director of Education, including calendar management, meeting scheduling, materials preparation, and follow-up tracking.
Provide administrative support to the Education Manager related to program scheduling, educator coordination, materials, logistics, and program documentation.
Assist with department-wide planning, project tracking, meetings, and special initiatives.
Support effective communication and coordination across Education and other Weeksville departments.
Maintain organized shared files, templates, calendars, and other administrative systems used by the Education Department.

Qualifications and Skills

Minimum of 1–2 years of experience in administrative, program coordination, nonprofit, education, museum, cultural, or related work.
Strong organizational and time-management skills, with excellent attention to detail.
Ability to manage multiple schedules, deadlines, and administrative tasks simultaneously.
Strong written and verbal communication skills and professional interpersonal skills.
Proficiency with Google Workspace, Microsoft Office, and digital calendar and file-management systems.
Comfort working with spreadsheets and tracking systems; experience with expense tracking or basic financial administration preferred.
Ability to maintain accurate records and handle confidential or sensitive information appropriately.
Ability to work independently while contributing effectively to a collaborative team.
Strong interest in museums, education, public history, youth development, or cultural programming preferred.
Commitment to Weeksville Heritage Center’s mission and to engaging with the history and contemporary significance of free Black communities.
Experience working with schools, educators, community partners, or cultural organizations is a plus.

Prior experience working in a cultural institution
Advanced working knowledge of Microsoft Word, Excel, and PowerPoint
Project management program knowledge (Asana, monday.com)
Passion of mission driven work related to black history, arts, and culture

Work Environment

This is a full-time position primarily based at Weeksville Heritage Center in Brooklyn. A hybrid work schedule may be available in accordance with Weeksville’s policies. Some evening and weekend work may be required in connection with public programs, school visits, and other Education events.

Salary and Benefits

The salary range is $50,000 – $55,000 annually. We offer a benefits package, including medical, dental, vision, a retirement account, a pension, paid vacation, paid sick leave, personal days, and a hybrid work schedule

How to Apply

Submit a resume and cover letter to: inquiries@weeksvillesociety.org. Please include Education Administrative Assistant in the subject line. Only those candidates selected for an interview will be contacted. Thank you for your interest in the position.

Weeksville Heritage Center is an Equal Opportunity Employer. All candidates for employment are considered without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, physical disability, veteran status, or any other basis protected by applicable federal, state, or local law.