Administrative Coordinator for Educational Services

2 weeks ago

Santa Rosa, California, United States Anova Education Full time
Job Overview

POSITION OBJECTIVE

The primary function of this role is to provide comprehensive support to the Director and staff within the educational institution, ensuring the smooth and effective operation of all programs and services.

KEY RESPONSIBILITIES

Administrative Duties

  • Adhere to all applicable State and Federal regulations governing non-public educational services.
  • Ensure the administrative office is operational 30 minutes before the start of the school day.
  • Manage all forms of communication, including phone calls, emails, and postal correspondence.
  • Disseminate information regarding the institution and its services to the public.
  • Prepare and distribute welcome packets to students ahead of the academic year.
  • Oversee the student information system, ensuring accuracy and completeness of data.
  • Maintain up-to-date school rosters.
  • Assist with transportation logistics and daily bus operations as required.
  • Ensure timely mailing of weekly updates every Friday.
  • Track student attendance and communicate with parents regarding absences.
  • Compile monthly attendance and service logs from educators and specialists.
  • Coordinate Individualized Education Program (IEP) meetings.
  • Organize lunch orders and manage billing for families.
  • Support the Director in correspondence with families and staff.
  • Keep current records of testing and IEP information.
  • Schedule and coordinate student assessments.
  • Plan and arrange transportation for field trips.
  • Ensure timely submission of employee timesheets.
  • Manage petty cash transactions and maintain accurate records.
  • Order and distribute office supplies and educational materials.
  • Ensure packing slips are verified and submitted to the administrative office.
  • Participate in relevant committee meetings.
  • Assist in organizing school-wide events and initiatives.
  • Maintain a clean and organized facility.
  • Process requests for student records.
  • Prepare for certification reviews and renewals.
  • Assist with safety drills as mandated.
  • Organize and maintain client files according to established policies.
  • Track staff time-off requests.
  • Implement directives from the Director and Office Manager.
  • Support the administrative office with student attendance and billing inquiries.

Diagnostic and Therapy Services

  • Manage scheduling for clinical services.
  • Maintain an updated roster of clients receiving diagnostic and therapy services.
  • Coordinate and distribute registration materials to clients.
  • Maintain accurate records for all services rendered.
  • Collaborate with marketing personnel to develop promotional materials.
  • Ensure payment processing for services at the time of appointment.
  • Research and procure educational materials as needed.

Student Engagement

  • Foster a positive environment that aligns with institutional policies and standards.
  • Model effective instructional and behavioral management strategies.
  • Provide constructive feedback to students for positive behavior.
  • Utilize positive behavior management techniques consistently.
  • Report significant behavioral changes to the appropriate educational staff.
  • Implement physical management strategies as outlined in individual behavior plans.
  • Encourage an environment that supports student achievement.

Administrative Compliance

  • Ensure compliance with institutional policies and relevant regulations.
  • Complete required activities to maintain certification as a non-public educational institution.
  • Contribute to staff orientation processes.
  • Accurately document and report work activities daily.
  • Submit all administrative documentation in a timely manner.

ADDITIONAL DUTIES

  • Perform other tasks as assigned by the management team under the supervision of the Director.

Qualifications:

A minimum of an Associate's degree is preferred, or a high school diploma with at least one year of experience in an administrative role within an educational setting.

Working Environment: This position operates within a school environment, with potential travel for training and meetings.

Supervisory Responsibilities: None

KNOWLEDGE, SKILLS & EXPERIENCE

Education: An Associate's degree is preferred or a high school diploma.

Experience: At least one year of experience in an administrative role within an educational context is required.

  • Technical Skills:
    • Basic accounting knowledge.
    • Understanding of special education and developmental disabilities.
    • Strong analytical and mathematical skills.
    • Excellent administrative capabilities.
    • Ability to create clear documentation for review.
    • Effective communication skills with students and staff.
  • Ability to manage crisis situations effectively.
    • Proficient in MS Office and Google Suite.
    • Familiarity with Central Reach and RenWeb.
  • Non-Technical Skills:
    • Strong organizational abilities.
    • Excellent written and verbal communication skills.
  • Ability to prioritize tasks and work independently or collaboratively.
  • Ability to maintain professional boundaries and relationships.
  • Ability to promote teamwork and a positive work environment.
  • Ability to manage multiple tasks and meet deadlines.

ADDITIONAL JOB DATA

  • No individual budget responsibility.
  • No supervisory responsibilities.
  • Typical working conditions include a classroom environment with potential distractions.
  • Equipment utilized includes computers, telephones, and copiers.

PHYSICAL REQUIREMENTS

  • Ability to lift and carry up to 30 pounds.
  • Frequent keyboarding and standing.
  • Occasional overhead reaching and kneeling.
  • Ability to perform physical management techniques as needed.

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