Executive Administrative Assistant

Position: Executive Administrative Assistant Compensation: $75,000 – 90,000 based on qualifications & experience Dept: Programs Type: Exempt Reports To: Executive Director Location: On Site Benefits 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) 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. #J-18808-Ljbffr Shrub Oak International School