Administrative Assistant

About Us

For over 60 years, the Trudeau Center has been at the forefront of transforming the lives of individuals with intellectual and developmental disabilities. Our programs make an immediate and long-lasting impact on individuals of all ages, lifting them up by providing the support they need to thrive. And we have big plans to continue growing and evolving that work in the months and years to come.

Our Mission, Vision & Values

• Mission: Our mission is to promote an enhanced quality of life for individuals with developmental disabilities.
• Vision: We envision a diverse community where all people are valued and treated with dignity and have access to resources to help them lead productive lives.
• Values: We serve all individuals with compassion and respect. We are accessible and responsive and actively seek their input to better meet their needs.

The Role

The Administrative Assistant is responsible for assisting in the daily operations and organization of Pathways. Specific responsibilities include performing routine special education clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing program information to stakeholders. This includes assisting classroom staff and administration with material preparation and other organizational duties. Responsible for assisting with a wide range of financial and administrative responsibilities, including preparing statistical reports and spreadsheets, preparing correspondence, reports, and presentations, handling information requests, planning meetings, providing purchasing support, fulfilling employment administration requirements, participating as directed in the areas of grant management, billing tracking, and fundraising. Assist program-specific financial management, planning, systems, and controls.

Essential Duties and Responsibilities

• Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.) Explain policies, answer questions, and independently resolve problems whenever feasible.
• Prepare presentation materials for others to use, edit content, and add appropriate graphic and design elements. These responsibilities may include creating basic web content.
• Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Perform basic statistical calculations on data for reports and presentations.
• Plan, Prioritize, and schedule meetings, appointments, events, and training as necessary for program activities. Book conference rooms/appointments in accordance with special education timelines.
• Familiar with special education federal and state regulations and compliance requirements.
• Maintain special education databases and case management programs.
• Photocopying, printing, scanning, typing, filing, and organizing documents/materials.
• Engages in ongoing professional development and training related to job responsibilities.
• Perform specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines. Support purchasing requirements for the department, researching items and obtaining price quotes, entering information into agency systems, receiving purchase orders, and maintaining information as required.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Support human resources (submit leave forms, requisitions, payroll change, job transfer, etc., and update tracking database).
• Receptionist for calls and visitors to program and route as appropriate. Process all mail-incoming and outgoing.
• Assists with monthly and quarterly assessments and forecasts of the program’s financial performance against budget, economic, and operational goals.
• Assist with grant monitoring (budget details, ordering, submitting invoices, tracking, progress monitoring, meeting timelines).
• Assist with the coordination of travel and travel reimbursement for staff.
• Assist with consult, school, and /or professional contracts. Assist with monthly billing for school systems, consultations, and transportation.
• Orchestrate program-wide mailings and market concepts. Develop and manage Pathways mailing lists.
• Protect the rights and dignities of individuals with developmental disabilities and extend these rights and dignities to family members or guardians.
• Upholds and complies with all safety programs and policies to maintain a safe work environment for employees, consumers, family members, and visitors.
• Commits to organizational quality initiatives by participating in programs that assure quality improvements and team processes.
• Helps with overall program organization to ensure an efficient and effective program.
• Assist with recruitment efforts (contacting agencies, distributing materials, scheduling presentations).
• Create and monitor staff training schedules.
• Performs other duties as assigned and job assignments as required by supervisors.

Experience and Skills

• An associate’s degree in business, Human Services, or a related field is preferred. Two years of clerical experience in a school setting is preferred. Skills in effective communication with administrative staff, parents, and community-based officials are essential. Knowledge of special education regulations, applied behavior analysis, and experience working with children with autism are strongly recommended. Experience with grant and contractual tuition management is also preferred.

Competencies

• Proficient in Microsoft Word, PowerPoint, Excel, Teams and Zoom.
• Bookkeeping/accounting skills required

Internal/External Relationships

Internal??????: frequent—all Pathways students and employees, Director of Special Education, Clinical Director.

External: Frequent: families seeking or receiving services, public or other community school department officials; Pathways students.

Working Conditions

Work with computers, telephones, and other media. Office and classroom conditions working directly with students and staff. In addition, work will be conducted in public school and/or community settings, requiring transportation to and from such locations.

Physical and Mental Requirements

Ability to work in an intense, fast-paced environment. Ability to adapt to a frequently changing, evolving organization. Maintaining confidentiality, prioritizing work to meet goals and deadlines, managing multiple tasks, and maintaining professionalism. Should be skilled with computer software, highly organized and detail-oriented, and able to complete assignments. Ability to foster and maintain positive working relationships with employees, students, families, and school districts. Should be able to deal with direct contact with students if needed. Direct contact with students requires the ability to deal with the broad range of needs presented by children with autism, including significant problem behaviors. Rapid movement (sometimes running) may be required to address the safety needs of the children and staff.

Benefits at Trudeau

• 14 Paid Holidays
• Vacation, Sick, and Personal Time
• Medical, Dental & Vision
• Health Reimbursement Account (HRA)
• Employer Paid Life Insurance/Voluntary Life Insurance
• Voluntary Long-term Disability Insurance
• 403(b) Retirement Savings Plan
• Tuition Reimbursement
• Paid Trainings
• AAA Discount
• Verizon Discount
• Pet Insurance