School Operations Administrative Assistant

What is this job? 

The Operations Administrative Assistant works as part of a team of support professionals to provide an excellent client, visitor, and overall workplace experience at The Strawbridge School and Everstand.  This role supports the daily functions of the entire school administration team by providing high-level administrative and organizational support.  This role plays a key part in ensuring efficient workflows at the school, maintaining documentation, coordinating schedules and assisting in project execution. This position is responsible for critical data entry and recordkeeping, must be able to focus amidst interruptions, and must be able to prioritize multiple projects and deadlines.

What is the Strawbridge School?

The Strawbridge School is a non-public school approved by the Maryland State Department of Education (MSDE). The program provides small, caring classroom settings guided by certified special education teachers.  

The school serves youth with emotional, behavioral, and/or intellectual challenges in a supportive and nurturing environment.   Our team addresses the unique educational needs of students who have been unable to thrive in a public-school setting. The Strawbridge School is one of several programs provided by the Board of Child Care, a national children and family-focused charity headquartered in Baltimore.

What is this company?  Everstand? 

Everstand is not a federal or state agency. It is an independent not-for-profit organization that serves over 1,000 children annually across 12 locations.  You would join about 800 teammates across DC, MD, PA, and WV that empower youth and their families to flourish within their community.

What does the benefits package look like? 

• Paid sick and bereavement leave
• Up to 3% annual match to retirement contributions
• Health insurance is available via CareFirst BlueCross BlueShield.  
• Professional and career development includes tuition reimbursement program

What does this job do specifically?

• Model and act in accordance with Everstand's core values.
• Provide administrative support to the administration team, including scheduling meetings, managing calendars, and coordinating travel arrangements.
• Prepare and maintain accurate documentation, reports and spreadsheets related to operational activities and both internal and external deadlines; this includes record card and transcript preparation for new and current students.
• Create binders for new students, conduct binder audits and assist with requesting previous school records
• Assist the IEP Coordinator with compiling and printing documents for meetings
• Execute The Strawbridge School's document retention policies by ensuring the appropriate and timely destruction of documents and student files that have expired.
• Take meeting minutes when necessary, code to-dos into Everstand's project management software, and support school leadership with excellent follow through on tasks delegated or assigned to others within their respective teams.
• Office copiers: submit service calls to vendor and generally assist the school staff on how to use the functions of the copier/scanner.
• Plan, coordinate, and/or assist with events and meeting logistics.
• Make a great first impression for new employees by partnering with facilities and IT to ensure their workstations are clean and the technology is ready, office supplies are stocked, door name plate is made, etc.
• Orient new employees with training specific to their job role and for their workstation location. This includes teaching them how to scan, print, how to setup and use their office phone, etc.
• Manage any assigned Everstand policy and procedure manuals. This includes ensuring quarterly updates are delivered on time, formatting and proofreading the manuals, preparing change summary sheets, and preparing the manuals for board approval on an annual basis.
• Obtain and maintain certification as a "super user" in Everstand's electronic health record (EHR) software system, Cx360. Troubleshoot any workflow issues in partnership with the Electronic Health Record Administrator and distribute reports to leadership and other stakeholders.
• Monitor the EHR ticketing system and provide support as assigned.
• Scan and upload documents and enter data into the EHR
• Input information quickly and accurately from a variety of sources into a software system, database, or spreadsheet.
• Be a super user in Microsoft Word, Excel and PowerPoint in order assist with reports, documentation and record-keeping.

What experience and education do I need?

Required Education and Experience

• High School graduate with minimum of 2 years office experience.

OR

• A Bachelor's degree in relevant field and 1 years' experience in the field.

This job description is a general outline of the duties and requirements involved in this role. A full job description will be provided to candidates during the interview process.

Everstand is an equal-opportunity employer committed to excellence through diversity. All eligible candidates, regardless of personal characteristics, are encouraged to apply for vacancies as appropriate.