Administrative Assistant

SUMMARY OF RESPONSIBILITIES

The Administrative Assistant for the O-School must be highly organized, exhibit attention to detail and be familiar with all aspects of maintaining a professional front office.

The administrative Assistant greets and welcomes students, faculty, parents and visitors upon entrance to the School. Similarly, the Administrative Assistant greets mail carriers, delivery personnel and oversees, sorts, and organizes outgoing and incoming correspondence. Managing the telephone and messaging system, fielding and directing incoming phone calls in a supportive and friendly manner and light inventory (checking levels and ordering supplies) are integral to this role.

The Administrative Assistant is proficient in accessing the School's electronic Record system and will be expected to add documents into the system, generate reports, and send confidential reports related to student progress and treatment to various external stakeholders on a consistent basis. Resolves inquiries and provides written responses when appropriate.

Supports the Director of Admissions in setting up new student files, assisting in outreach activities and responding to phone calls and requests in a timely and thoughtful manner.

ESSENTIAL FUNCTIONS- 85%

Front office

- Welcome individuals as they enter the building and appropriately directing guests

- Answer incoming phone calls and directing calls. Providing updated outbound messages when appropriate

- Monitor levels of office supplies, maintaining an inventory and ordering new supplies as necessary

- Support the education and treatment meeting process by tracking the schedule, directing participants and ensuring each meeting is resourced

Student Records and Reports

- Demonstrate expertise on the School's Electronic Record System and facilitating input, maintenance and timely report generation

- Ensure that student reports are sent to school districts, parents and external stakeholders on consistent basis

- Track student report submissions (from teachers and clinicians) and facilitate the compilation and completion of timely and cohesive student reports

- Maintain Paper Files (student documents) in addition to Electronic files when appropriate

Admissions

- Assist the Admissions Director in fielding inquiries, generating files for review and setting up interview schedules

- Generate enrollment documents or students and families

- Contribute to outreach activities related to sharing information about the school with others and as specified by the Admissions Director

- Respond to phone calls, requests related to Admissions when the Admissions Director is away from the school

ADDITIONAL FUNCTIONS_- 15%______________________________________________________________________________________________

Meeting Attendance

• Attend and Participate in standing meetings weekly
• Collaborate with colleagues in solution focused manner

School Events

• Attend various school events as outlined in the annual calendar

Support School Operations

• Support School Leadership Team and school faculty in order to ensure a smooth delivery of service to students, parents, families, districts and external stakeholders
• Engage in regularly provided trainings regarding Student Confidentiality and follow all related guidelines
• Contribute positively the O-School therapeutic milieu by acting as a role model

Other Duties as Assigned

• Based upon the emerging and situational needs of the students, faculty and the overall program

POSITION, SALARY & BENEFITS

Salary is commensurate with experience. The Sonia Shankman Orthogenic School offers a comprehensive benefits package.

EDUCATION/EXPERIENCE MINIMUM REQUIREMENTS

• Graduation from High School and any training and experience that provides the required skills and abilities

SKILLS & KNOWLEDGE REQUIREMENTS

• Excellent oral and written communication skills
• Computer Proficiency in Microsoft Office
• Computer proficiency and ability to navigate a variety of platforms
• Function as a reliable and dependable staff member
• Excellent organizational skills
• Ability to multi-task and provide attention to detail
• Capacity to problem solve and effectively prioritize tasks
• Exhibit expertise in honoring student confidentiality and all related policies and guidelines
• Exhibit sensitivity working with O-School students and families

PHYSICAL DEMANDS

Must be able to lift a minimum of twenty pounds, sit for 2 – 4 hours, operate a computer extensively. Must exhibit ability to use a standard work station and operate general office equipment. Light moving is required from time to time.

The Leslie Shankman School Corporation is an equal opportunity employer. All applicants are considered for employment without regard to race, color, national origin, religion, sex, age, marital or veteran status, or disability or any other protected status