Executive Administrative Assistant

Job Description

Job Description

Position: Executive Administrative AssistantCompensation: $75,000 – 90,000 based on qualifications & experienceDept:  ProgramsType:ExemptReports To: Executive Director Location:On Site 

Company Overview:

Shrub Oak International School (SOIS) is a therapeutic day and residential school for autistic children, adolescents, and young adults with complex co-occurring conditions. Located in northern Westchester County, Shrub Oak offers unparalleled educational opportunities for autistic students in a family-centric, supportive environment. We offer a variety of programs to meet the needs of students across the spectrum, and our curriculum is based on the most advanced and successful evidence-based clinical and academic approaches in ASD education.

As a school, SOIS maintains a smoke-free environment to ensure the health and safety of our students, employees, and community. We are a residential boarding school located on a scenic 127-acre campus which includes multiple buildings and a working farm for student programming. The work environment will include both indoor and outdoor spaces.

 

Who We Are:

SOIS is a community of dedicated professionals that work together to find meaning with and for our students. We strive to make every day memorable in positive ways, and to manage students’ difficulties as a team. We are accountable, timely, and show up whenever needed to support our students and each other.
We are guided day-to-day by our four core principles.

• We Care
• We are Innovative
• We are Collaborative
• We are Resourceful

 

Benefits: (check for FT, PT or All)

• Reduced Cost Meals every shift on site (All)
• Employee assistance program (EAP) (All)
• Insurance coverage: Health, vision, dental, life, supplemental and pet insurance (FT)
• Flexible spending account (FSA) (FT)
• Generous Paid time off (PTO) (FT)
• 401k w/company match (FT)
• Tuition/Professional development assistance (FT)

 

Who You Are:

• You have a passion for details, data and tracking but you are not afraid to think outside of the box. Strategic, detailed, and creative!
• You get the job done and are capable of strategic thinking while simultaneously rolling up to your sleeves to lead and teach by example.
• You have strong written and verbal communication skills. As a Brand Ambassador you can talk to anybody professionally, handle complex matrixed situations with ease, and say no with grace when required.
• You have grit and resilience; maintaining composure while multitasking and managing competing priorities.
• You have a strong ability to process and retain information and to think critically and analytically.
• You understand the necessity of confidentiality.
• You are a problem solver; you don’t just identify an issue you propose solutions and own their implementation on approval.

 

Job Responsibilities:

• Admissions, Enrollment & Registrar Management which includes but it not limited to;
  • Intake Coordination & Owner of the lifecycle of student records in all aspects including Systems Management;
  • Primary point of contact for School districts, care managers, OPWDD and the like, as well as internal communications on contracts and assessments as a project manager;
  • Ownership of Connor’s Case documents and subpoenas completely end-to-end;
  • QA and Compliance tracking ownership, ensuring we are always ‘Audit Ready’
  • Student demographic reporting, enrollment reporting and census updates to start. Strategic proposals for needed reporting as we evolve, how do we communicate better across all channels?
• Discharge & Transition Administration which includes but is not limited to;
  • Owning discharge and program transition paperwork completion and submission while ensuring timelines are upheld and all applicable stakeholders are in the loop.
• Governance, Strategic Execution and Board Relations including but not limited to;
  • Strategic Dashboard/Reporting/Metrics tracking, reporting, and timely compliance;
  • Internal end-to-end leadership meeting  planning and coordination across any and all subject and categories;
  • Ownership of School accreditations; filing, tracking, compliance, documentation required and anything needed;
• Compliance, Incident Tracking & Audit Support including but not limited to;
  • Incident Report Review and Routing, Policy/Procedure Version Contral, Site Survey Prep and Execution end-to-end.
• Fiscal and Contract Administration including but not limited to;
  • Assisting the Executive Director with all Tuition and Contract Tracking in a complex multi-tiered contract model.
  • Partner with HR to cross-reference staff credentials ensuring the program is compliant.
• Budgeting, Purchasing & “Department orders”; acting as a gatekeeper for the Executive Director’s signature on all needs, POs and special requests while double checking budgetary obligations and all approvals are in place before it hits the Executive Director’s desk.

Please note: This job description is not a comprehensive list of tasks or responsibilities. Specific assignments can change within the relevant field and training of your position, with or without notice.

 

Position Requirements:

• Associate degree in business administration or related field is required, a Bachelors is preferred and a Masters is preferred ++
• 3+ years as an Executive Assistant in a fast moving company or industry is required; 5+ years is preferred.
• Demonstrated strong organizational, administrative, project management, and time management skills is required.
• Demonstrated ability to stay organized, manage multiple tasks with interruptions, set priorities, meet deadlines, and maintain attention to detail is required.
• IT and systems project management including stakeholder management, launch and change management experience is preferred.
• Highly proficient with Microsoft Office Suite and technology systems is required, advanced abilities in Excel including massive data management and reporting is preferred.
• Experience in supporting school administration and Connors Cases including experience with students on the autism spectrum or with developmental disabilities is preferred.
• Our campus consists of some paved areas but primarily consists of grass, gravel paths and parking lots. Additionally, many areas of our building are fully accessible, however, as a historic building some areas are only accessible by stairs. You must be able to ambulate around the campus, including hills, stairs, grass and gravel.

 

Competencies:

• Microsoft Suite
• Data Management and QA

 

EEO Statement:

Shrub Oak is an equal employment opportunity employer. Shrub Oak International School is an Equal Opportunity Employer.  Reasonable accommodation can be requested to enable individuals with disabilities to apply for a job or to perform the essentials functions of their job. Requests may be approved if the position/department/school/students will not be adversely affected. Please advise us if you require a reasonable accommodation.

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