Administrative Assistant

Administrative AssistantAre you looking for a career that makes your heart smile on a daily basis? Come and work with our amazing students and staff at The Vanguard School! Founded in 1959 and located on a beautiful 28-acre campus in Malvern, PA, The Vanguard School and Services (VSS) are dedicated to the growth and development of children and young adults with a variety of special needs. Through a collaborative and holistic approach to each individual served by the continuum of educational, recreation, and employment services offered, VSS commits to helping all students and participants develop a strong sense of self-worth in their communities in an environment driven by respect, appreciation, learning, and growth.Title: Administrative AssistantProgram/Dept: VanguardReports To: Program SupervisorPosition Type: 12 Month, Full-TimeWork Schedule: Monday to Friday, 7:30AM to 3:15PMFLSA Status: Non-ExemptMinimum Qualifications:High school diploma required, bachelor's degree preferred.Five years office administrative experience, preferably in a non-profit or educational setting.Able to type at least 45 words per minute, perform clerical skills competently, and use computers and Microsoft Windows applications at a proficient level.Ability to establish and maintain cooperative and effective working relationships with all constituents (board members, administrators, colleagues, faculty, parents, and others) and in all situations.Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary.Ability to engage intellectually and physically in all components of the work process.General Duties and Responsibilities:The Administrative Assistant is responsible for providing clerical administrative support to the Director of Education, Assistant Director of Education, program supervisors and staff members through the use of computer skills, phone skills, filing, and the use of office equipment; supporting both the School Year and Extended School Year (ESY) programs. The Administrative Assistant must be personable, professional, and able to interact with a variety of stakeholders in a supportive, positive manner. In addition, he/she must be organized, flexible, and able to work with regular interruptions. The Administrative Assistant will also serve as the Substitute Services Coordinator and will manage daily substitute coverage in all school buildings across campus.Specific Duties and Responsibilities:Act as the first point of contact for the school building. Welcome visitors, scan identification, and issue visitor badges according to established procedures. Refer visitors to the appropriate director, supervisor, or staff member in a helpful manner.Answer phone, take messages/ route calls as necessary, field/answer routine and non-routine questions and place out-going calls as neededProvide administrative coverage at any front desk/ offices as needed.Ensure the safety and security of the building at all times, making sure doors are locked and entry to the building is controlled.Maintain and operate the campus-wide substitute system to provide special education teacher coverage, and generate reports such as absence reports and utilization reports.Secure substitutes for daily absences of school personnel as well as coverage for teaching staff who need to attend meetings or professional development.Type correspondence, prepare schedules and forms, and transcribe material from written text to computer formats.Distribute information appropriately. Establish and maintain office filing systems and direct flow of information to and from files.Interact with students in a positive manner, acting as an appropriate role model, providing praise and redirection according to established PBS procedures.Communicate with parents ensuring information is shared with the appropriate supervisor or staff member in a timely manner.Maintain and update school information, files, records, and databases as required. Ensure data entry is accurate.Assist with various administrative tasks and duties utilizing Word, Excel, Outlook Mail and other computer-based systems, including the attendance and student information systems.Proofread and edit materials to ensure correct spelling, punctuation, grammar, and layout.Assist in schedule meetings and preparing materials for meetings.Assist in the distribution and maintenance of quarterly progress reports and report cards.Manage daily and long-term vacancies, assign substitute staff, arrange for classroom staff coverage.Assist administration, supervisors and staff members with special projects which may include: organizing special events, creating posters and bulletin boards, and assisting with the student reward program.Receive, sort, and distribute supplies, materials, packages, and mail to staff as needed. Ensure outgoing mail is handled in a timely manner.Maintain an inventory of office supplies and classroom materials.Maintain building office equipment (copier, toner, fax, postage, and printer). Troubleshoot minor issues and report major issues/maintenance needs to the appropriate outside service companies.Maintain confidentiality of all information relating to the organization and its students, parents, and staff members.Demonstrate competency in each of the VSS core values: Communication and Listening, Critical Thinking and Problem Solving, Ethics, Professionalism, and Teamwork.Comply with all organizational policies and procedures including those stated in the VSS Policies & Procedures manual and additional verbal and written communications provided to staff members.Maintain a professional, confidential and ethical relationship with administrators, colleagues, parents, students, and others at all times.Attend and actively participate in staff meetings, in-service activities, and other meetings as required.Perform related duties, special assignments and projects as assigned.VSS offers a competitive salary, full comprehensive medical, dental, and vision insurance, PTO, 100% short and long-term disabilities, a robust Employee Assistance Program, and a generous annual contribution to each employees' 403(b). Top that off with team-building events, staff outings, and working alongside professionals who care deeply about our mission and core values: Communication and Listening, Critical Thinking and Problem Solving, Ethics, Professionalism, and Teamwork! The Vanguard School and Services is committed to the full inclusion of all qualified individuals. We will ensure that persons with disabilities are provided reasonable accommodations as part of this commitment.