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Monarch School Administrative Coordinator

3 months ago

Shaker Heights, United States Wingspan Care Group Full time
SUMMARY:
The Administrative Coordinator manages and oversees administrative projects in the school setting. They serve as a point of contact and liaison between employees, internal Agency departments, and external parties including vendors, school districts, and departments of education, transportation providers, case managers, and parents and/or guardians.

Why Work for Us:We value our employees and their commitment to our mission and offer competitive total rewards (benefits and compensation) options to our valued employees and their families, including domestic partners. Our rich options include:
  • Full benefits-eligible, including a zero-cost health plan option, dental, and vision insurance
  • Retirement matching program towards our pension
ESSENTIAL DUTIES:
  1. Process all applications received from parents and monitor the process of each application through student acceptance.
  2. As required by the Ohio Department of Education (ODE), upload all necessary documents for each participant including IEP goals and objectives, and progress notes.
  3. Process and invoice the ODE each quarter for all Scholarship participants. Audit Monarch staff list for Scholarship.
  4. Review Monarch’s Provider Application each year in accordance with the ODE’s requirements and within all deadlines.
  5. Attend all Cleveland Heights University Heights (CHUH) meetings for Title and Auxiliary Grant Fund programs. Process all Monarch Title II purchases through CHUH and Northeast Ohio Network for Educational Technology (NEONET) as well as advanced requests from CHUH to use Title II funds and submit all required documentation to execute requests. Make advanced requests from CHUH to use Title II funds and submit all required documentation to execute requests.
  6. Maintain records of all Auxiliary Grant purchases on the Auxiliary Grant spreadsheet.
  7. Monitor fund disbursement with Bellefaire Finance Department keeping Monarch staff apprised of funds used.
  8. Enter all new student information and close student records for all departing students in all necessary systems. Monitor new and departing students for Tuition Billing and submit to Wingspan Finance Department every month. Update contact information for all constituents as needed.
  9. Prepare reports of Monarch School data upon request.
  10. Research and update district and transportation contacts in CRM. Contact transportation companies and request Agency vans as needed.
  11. Contribute to the development and maintenance of the clinical record through the timely completion of assigned documentation in accordance with applicable licensing and accreditation regulations and standards.
  12. Inform Risk Management and Wingspan Finance of all Settlement Agreements. Document and monitor Settlement Agreement terms and funding arrangements.
  13. Assist with internal/external audits for the State of Ohio and various out-of-state Education Boards (ISBE, California)
  14. Prepare and submit to Director of Monarch School and Wingspan Finance monthly tuition billing. Document monthly tuition billing on the G drive and prepare and submit tuition billing for Extended School Year (ESY).
  15. Maintain records of Monarch POs and submit signed/encoded Monarch School invoices for payment.
  16. Instruct and assist new staff with obtaining ODE licensure upon receipt of contact information from Director, HR and/or supervisors. Approve new ODE licenses as well as document all relevant HR and licensure information in CRM. Complete IT Requests for new staff members and send to school Director. Enter all new staff information and close departing staff records in all necessary systems.
  17. Update/audit credentials of all staff as changes occur, and notify staff of credential expiration date for ODE compliance.
  18. Approve new ODE licenses as well as document all relevant HR and licensure information in CRM.
  19. Annually complete ADM State and Federal Report in October and May. Complete Administrative Cost Reimbursement Report at end of June.
  20. Create internal and external Monarch School calendars in compliance with ODE requirements. Prepare and execute calendar for the Illinois State Board of Education (ISBE) using ISBE software.
  21. Send reminder emails to staff, families, school districts, and transportation providers about holidays and school closed days.
  22. Greet and receive incoming visitors. Answer the main phone line and direct calls accordingly. Respond to inquiries from the general community about the program.
OTHER DUTIES:
  1. Attend scheduled staff meetings, supervision, and on-going training.
  2. All required trainings, certifications and licensure must be kept current in accordance with applicable licensing and accreditation regulations and standards.
  3. Respect the privacy of clients and hold in confidence all information obtained during the client’s treatment. All client-related documents should be handled in accordance with Agency guidelines on confidential material.
  4. Maintain high standards of ethical and professional conduct and adhere to Agency policies and procedures.
  5. Other duties as assigned by management.
QUALIFICATIONS:
  1. Education: Bachelor’s degree preferred. High School Diploma required.
  2. Licensure: N/A
  3. Skills:Proficient in using Agency computer systems and software (including Microsoft Office) as required to perform essential job functions.
    1. Practical and creative problem solving skills.
    2. Highly organized and detail oriented.
    3. Demonstrates personal initiative and works independently.
    4. Sensitivity in relating to persons of varying backgrounds.
    5. Demonstrates ability to work with diverse groups of people possessing various strengths, aptitudes, and abilities.
    6. Ability to perform job responsibilities with a high degree of initiative and independent judgement
    7. Demonstrates oral and written communication skill.
  4. Experience: Minimum of 2 years related work experience preferred; Supervisory experience a plus.