Educational Administrative Assistant

Job Description

Job Description

Job Title: Educational Administrative Assistant
Department: Educational
Reports To: Principal
Schedule: Full-Time, Monday–Friday
Classification: Year-Round, Non-Exempt Employee

Overview

Pine Haven Boys Center is a private, nonprofit residential and educational facility serving boys ages 6–14 who have experienced trauma, neglect, and behavioral or emotional challenges. Our therapeutic and academic programs help students grow academically, emotionally, and socially.

Pine Haven Boys Center is seeking an organized and detail-oriented Educational Administrative Assistant to support the Educational Department. This position provides administrative assistance to the Principal, Dean of Students, Educational Specialist, teachers, paraprofessionals, and related service providers. Responsibilities include coordinating meetings and communication, maintaining student records, tracking required documentation, and providing front-office coverage.

Distinguishing Characteristics

•    Serves as the central administrative support for Pine Haven’s Educational Department.

•    Provides direct administrative support to the Principal, Dean of Students, Educational Specialist, teachers, paraprofessionals, and related service providers.

•    Maintains accurate, organized, and confidential student records and educational documentation.

•    Helps coordinate IEP meetings, evaluations, student team meetings, schedules, and required educational timelines.

•    Tracks documentation, deadlines, and follow-up needs to support compliance and department organization.

•    Serves as a consistent and professional point of contact for families, school districts, agencies, service providers, visitors, and incoming telephone calls.

•    Requires a high level of organization, attention to detail, confidentiality, professionalism, and follow-through.

•    Works collaboratively within a trauma-informed, student-centered special education environment.

Key Responsibilities

Educational Administrative Support

•    Manage educational calendars, meetings, appointments, and department communications.

•    Prepare correspondence, reports, agendas, meeting materials, minutes, notices, and presentations.

•    Maintain organized electronic and paper filing systems, forms, and departmental records.

•    Provide clerical and data-entry support to educational leadership and staff.

•    Support communication regarding schedules, documentation, and deadlines.

Student Records and Special Education Support

•    Maintain accurate and confidential student educational records in accordance with FERPA, applicable regulations, and Pine Haven policies.

•    Coordinate IEP meetings, evaluations, student team meetings, and related notices and materials.

•    Track special education timelines, attendance, progress reports, report cards, and other required documentation.

•    Follow up with appropriate personnel regarding missing information, signatures, or upcoming deadlines.

•    Assist with educational records related to student enrollment, intake, transfer, and discharge.

•    Support authorized communication and record requests involving families, school districts, agencies, and service providers.

•    Assist educational leadership with reports, audits, monitoring visits, and program reviews.

Front Office and Reception

•    Answer incoming telephone calls and direct callers or messages appropriately.

•    Greet visitors and follow established identification, notification, and building-access procedures.

•    Serve as a professional and welcoming point of contact for families, school districts, agencies, service providers, and community partners.

•    Maintain confidentiality and professional boundaries when responding to inquiries.

•    Maintain an organized and professional reception area.

Professional Responsibilities

•    Protect confidential student, family, employee, and organizational information.

•    Communicate respectfully and professionally with students, families, coworkers, and community partners.

•    Participate in required meetings and trainings.

•    Support a trauma-informed, student-centered, and collaborative educational environment.

•    Follow Pine Haven policies and Educational Department procedures.

•    Perform other educational administrative duties consistent with the position, as assigned by the Principal or Executive Director.

Qualifications

•    High school diploma or equivalent required; associate degree preferred.

•    Two years of administrative support experience preferred, ideally in an educational or special education setting.

•    Experience maintaining confidential records and coordinating schedules, meetings, and deadlines preferred.

•    Strong organization, communication, time-management, and attention-to-detail skills.

•    Ability to work independently and collaboratively while managing competing priorities.

•    Proficiency with Microsoft Office and electronic record systems.

•    Knowledge of FERPA, IEP documentation, and special education timelines preferred.

•    Professional and welcoming telephone and in-person communication skills.

Physical Requirements

•    Ability to sit, stand, walk, bend, and occasionally lift up to 25 pounds.

•    Ability to operate standard office equipment and travel between campus work areas as needed.

Work Environment

This position works within Pine Haven Boys Center's special education program and front administrative area. It requires professionalism, confidentiality, accuracy, flexibility, and regular interaction with students, families, staff, school districts, agencies, service providers, and visitors.