Administrative Assistant, Therapeutic School

Job Summary

We are a company driven by our values excellence, possibility, leadership, service, celebration, and integrity. The Administrative Assistant, Therapeutic School plays a critical role in supporting the seamless operations of the school, ensuring the needs of students with neurodevelopmental disorders are met. This position requires a strong focus on efficient administrative processes, facilitating communication between all stakeholders, and ensuring the school operates smoothly in alignment with Heartspring's mission.

As an Administrative Assistant, Therapeutic School, you will:

Champion our integrity by providing excellent customer service while exhibiting excellence through:

• Operational Coordination: Ensure the smooth daily staffing operation of the school by managing time and attendance, and the related records, requests and documentation. Track, update and maintain appropriate staffing levels and arrange for substitute staff as needed. Ensure accurate, factual, and necessary records are submitted and maintained for each staff member to ensure the timely and correct processing of payroll. (Service)
• Stakeholder Engagement: Greet and assist visitors to the Heartspring School. Prepare and distribute forms and necessary documentation to support the educational development of students. (Celebration)
• Financial Administration: Track, manage, and code data to appropriately allocate expenses. Oversee and reconcile petty cash reimbursements and incidental accounts, track spending, and ensure financial processes are compliant with organizational policies. (Possibility)
• Compliance and Safety: Schedule and coordinate safety drills and practices in compliance with established procedures. Promote a safety culture, ensuring the preparedness of students and staff. Maintain detailed, accurate, and timely records to support audit-readiness and regulatory compliance. Manage Personal Protective Equipment inventory and procurement. (Leadership)
• Administrative Support: Provide comprehensive administrative support to the school, including general office duties, preparing reports, and maintaining organized records. Ensure prompt and regular attendance, as this is crucial to the role's success. (Excellence)
• Professional Responsibility: Adhere to code of conduct and company policies, review published communications, escalate concerns through chain of command, and ensure confidentiality. Other duties as assigned. (Integrity)

You are a great fit for this role if you have knowledge and abilities in:

• Excellent time management, organizational, and problem-solving skills in a fast-paced environment.
• Strong communication skills, both verbal and written, for effective interaction with clients, staff, and vendors.
• Proven ability to work effectively within a team and contribute to collective goals.
• Competence in managing crises and providing psychological first aid in a school setting.
• Proficiency in Microsoft Office Suite, Adobe Creative Suite, and digital tools/platforms.

Education and Experience:

• High School Diploma or equivalent required; Associate’s Degree in Business Administration or related field preferred.
• 2 years of administrative experience preferred, preferably in a school or healthcare services environment.