Administrative Assistant

Administrative Assistant

At The Children's Institute of Pittsburgh, we've built our legacy on being amazing. After more than a century of the highest quality care and service to children and their families, we're forever proud of our team members who don't just make a career here – they make a difference.

The Administrative Assistant/Special Education Secretary provides essential administrative, technical, communication, and operational support to the Associate Chief School Administrator (ACSA), school administrators, and special education team. This role is central to the effective coordination of student information management, ACCESS billing, IEP meeting scheduling, compliance-related documentation, and the accurate handling of confidential school information. The position contributes to the overall efficiency and reliability of school operations by maintaining highly organized records, monitoring timelines, coordinating clear and timely communication, and responding to changing priorities with professionalism, discretion, independent judgment, accuracy, and attention to detail.

Responsibilities include:

• Providing administrative and operational support to the Associate Chief School Administrator, school administrators, and special education team.
• Managing calendars, scheduling, correspondence, document preparation, and communication.
• Coordinating IEP meetings, team meetings, and other school-based meetings, including logistics, materials, invitations, and follow-up documentation.
• Maintaining confidential student records, compliance documents, and administrative files.
• Processing administrative requests, preparing forms and communications, and supporting daily school operations.
• Tracking deadlines and following up on outstanding documentation, compliance tasks, and data entry.
• Coordinating ACCESS billing timelines, reporting, and administrative workflows.
• Coordinating professional development scheduling, registration, attendance tracking, and materials.
• Organizing and maintaining project files in accordance with retention and confidentiality requirements.
• Prioritizing workload, managing competing deadlines, and providing status updates on projects and tasks.
• Maintaining student information systems by entering updates, verifying records, running reports, and resolving discrepancies.
• Gathering, tracking, and submitting ACCESS billing information within established timelines.
• Maintaining documentation for audits, monitoring visits, internal reviews, and compliance activities.
• Drafting and updating procedures, guidelines, and reference materials.
• Ensuring compliance with organizational policies, privacy standards, and confidentiality requirements.
• Serving as a primary point of contact for administrative and special education communications.
• Preparing and distributing approved communications to families, staff, and community partners, including through Skyward.
• Providing administrative support and accurate information to staff, families, visitors, auditors, and other stakeholders.
• Collaborating with the Director of Education and clerical staff to ensure efficient school operations.
• Safeguarding confidential information by following established data security and document-handling procedures.
• Following organizational procedures, communication standards, and administrative workflows.
• Recommending improvements to administrative processes and workflows.
• Participating in required training and implementing updated procedures and system changes.
• Adapting to changing school priorities, reporting requirements, and operational needs.

Qualifications include:

• Minimum of one year of experience in an administrative support role, preferably in a school or special education setting.
• Experience as an Administrative Assistant, School Office Assistant, Special Education Secretary, or similar position.
• Experience with PIMS reporting or comparable student data reporting systems preferred.
• Experience using student information systems, data reporting tools, or administrative recordkeeping systems preferred.
• Experience supporting special education, school administration, or compliance processes preferred.
• Proficiency with Microsoft Office Suite.
• Ability to learn and use school-based technology systems.
• High school diploma or GED required.
• Associate degree in Administrative Support, Business Administration, Education, or a related field preferred.
• No professional licensure or certification required.
• Must successfully complete all required pre-employment clearances and trainings, including:
• Act 34 Criminal Background Check
• Act 33 Child Abuse Clearance
• Act 73 FBI Fingerprinting Background Check
• CPR and First Aid training (provided upon hire if not current)

We're proud to offer generous benefits to our team members. Regular full-time team members are eligible for the following benefits:

• Medical and Prescription insurance - Choice of two health plans and networks
• Dental and Vision - Free coverage for team members.
• Paid Time Off (PTO) and Holidays
• Medical, Bereavement, Educational, & Personal Leaves
• Parental leave (birth & adoption) paid - 6 weeks
• 403b Retirement Plan – pre-tax & Roth options; employer match after 1 year
• Student Loan Refinancing Program
• Public Service Loan Forgiveness Program – CI qualifies as non-profit
• Education Assistance/Tuition Reimbursement
• Professional Development/CEU's
• Life and Short- & Long-Term Disability insurance
• Credit Union
• Team Member Recognition Events
• Referral bonus
• CPR training (employer paid)

Are you looking for a position where you can make a lasting impact in the lives of children and their families? Are you ready to brighten the future of Amazing Children? We want to hear from you! The Children's Institute of Pittsburgh is an Equal Opportunity Employer. We serve a diverse population of children and families, and we want our workforce to reflect that same diversity. We want all interested individuals to feel welcome in applying for a career at our amazing place – we can't wait to meet you! The Children's Institute does not exclude, deny benefits to, or otherwise discriminate against any person on the basis of race, color, national origin, religious creed, AIDS or HIV status, disability, ancestry, age, gender, sexual orientation, gender identity or expression, genetic information, marital status, union membership, or veteran/military status in employment.