Office Assistant Senior

The Office Assistant Senior provides essential support to the Administrative Director by coordinating day-to-day operations, managing communication with staff and families, and ensuring timely administrative support for Student Support Services. This position supports compliance, communications, scheduling, recordkeeping, and coordination in the department.

Essential Duties and Responsibilities:
• Provide direct administrative support to the Administrative Director, including managing calendars, scheduling meetings, and preparing time-sensitive documents and reports.
• Communicate regularly and professionally with parents, addressing questions and directing them to the appropriate school personnel as needed.
• Serve as a liaison between teachers, administrators, and parents to support effective communication and coordination.
• Schedule and coordinate Individualized Education Program (IEP) meetings by notifying team members, provide support with timeline tracking and compliance, and send advance reminders with confirmed date, time, and location. Document all efforts to ensure parent participation and attendance.
• Notify designated school staff of special education assessment referrals and distribute signed Special Education Assessment Plan forms upon receipt.
• Accurately input and update student information, services, and documentation in the Welligent system in compliance with applicable regulations.
• Support coordinator(s) with tracking and monitoring compliance deadlines for special education documentation and assist in maintaining student records in accordance with legal requirements.
• Draft, edit, and distribute correspondence, notices, and reports as directed.
• Maintain organized records and filing systems for student services, school operations, and vendor files.
• Assist with ordering supplies, processing invoices, and reconciling administrative expenses.
• Perform other administrative duties as requested

Knowledge of:
• Understanding of general office procedures, including filing, data entry, and administrative support tasks.
• Proficiency in office software such as Microsoft Office Suite (e.g., Docs, Sheets, Outlook), AdobeSign, GoToMeeting, etc.
• Student information systems and special education platforms (e.g., Welligent, Aeries)
• Proper handling of confidential and sensitive student information
• Effective communication practices in an educational setting

Ability to:
• Input, manage, and track student data and IEP documentation in Welligent accurately and in a timely manner
• Schedule and coordinate meetings with multiple stakeholders, including parents, teachers, and specialists
• Communicate professionally and effectively, both orally and in writing
• Maintain organized records and meet compliance deadlines
• Prioritize tasks, manage multiple projects, and adapt to changing priorities in a fast-paced school environment
• Establish and maintain cooperative and productive working relationships with staff, parents, and school leadership
• Exercise discretion and always maintain confidentiality
• Provide responsive and courteous customer service to families and staff

Education and Experience:
• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Minimum of 2 years of administrative experience, preferably in an educational or school setting.
• Experience with special education processes and familiarity with Welligent or other IEP systems strongly preferred.

Work Environment:
The work environment and conditions described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Work is performed primarily in a fast-paced office environment within a school setting
• Must be able to work under pressure with frequent interruptions and shifting priorities
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