Academic Administrative Officer

3 hours ago

Rockledge, Florida, United States Puzzle Box Academy Full time

Job Overview:

Are you a detail-oriented professional who thrives in creating an organized and welcoming environment for students, parents, and staff? We are seeking an Academic Administrative Officer to play a key role in supporting the daily operations of our school and clinic. As one of the first faces you see in our building, you will set the tone for a positive and professional experience from the moment guests arrive. In this position, you will work closely with the Executive Director of Strategic Growth and the Assistant Clinical Director to ensure seamless coordination, efficiency, and exceptional service for our community.

We are seeking a highly motivated individual with exceptional organizational and communication skills. Prior preschool experience is required, as this role supports our early intervention students and clients.

Key Responsibilities

  • Administrative Support: Manage office and appointment calendars, provide daily schedule updates, and handle routine clerical tasks.
  • Meeting Coordination: Take and transcribe minutes for meetings, conferences, and official functions as needed.
  • Parent & Staff Relations: Serve as the first point of contact for parents and staff, addressing routine inquiries and concerns.
  • HR & Compliance: Process HR paperwork (e.g., incident reports, timecards) promptly and audit client and student files for compliance.
  • Purchasing & Inventory: Process purchase requests, maintain supply inventories, and distribute deliveries.
  • Scheduling & Reporting: Prepare staff and client calendars, monitor client attendance, and generate punctuality reports.
  • Facility Management: Coordinate custodial and maintenance activities to maintain a clean and productive environment.
  • Tours & Community Liaison: Schedule and conduct tours, follow up with prospective parents, and maintain a tour tracking spreadsheet.
  • Event Support: Assist in planning and coordinating team meetings, fundraisers, and other events.
  • Documentation & Systems: Utilize Microsoft Office Suite, Procare, and FACTs to maintain records, generate reports, and ensure data accuracy.
  • Other Duties: Perform additional responsibilities as assigned to support the team and organization.

Qualifications

  • Education: High School Diploma required; Associate's Degree preferred.

Experience

  • At least 2 years of relevant administrative experience.
  • Prior experience in a preschool or early intervention setting.
  • Familiarity with ABA therapy or working with children with autism is a plus.

Skills

  • Proficiency in Microsoft Office Suite (Outlook, Excel, SharePoint, PowerPoint), ProCare, and FACTs.
  • Typing Speed of a minimum of 35 WPM with legible handwriting.
  • Excellent written and oral communication skills.
  • Flexible, reliable, and capable of handling sensitive information with professionalism.

Benefits

We value and support our employees with a comprehensive benefits package, including:

  • Company-Paid Health Benefits Option for additional coverage available at cost to the employee.
  • Mental Health Days Earn up to 4 paid mental health days per year.
  • PTO Accrual 40 hours of paid time off that accrues.
  • Paid Holidays/Breaks according to the company calendar
  • Professional Development Opportunities to grow and advance your skills in a supportive environment.

Why Join Us?

  • Be part of a supportive team dedicated to making a positive impact on the lives of children and families.
  • Work in a dynamic, rewarding environment where every day brings new opportunities to learn and grow.
  • Enjoy competitive pay and a company culture that prioritizes work-life balance.

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