Administrative Assistant

PA-MEP Administrative Assistant

Organizational Relation: Reports directly to Team Leader

• IMPORTANT* This position is only temporary (April 1, 2025- June 30, 2025)

Communications

The Admin Specialist will provide support to the Lead Administrator Assistant

1. Send, sort, and distribute mail.
2. Compile and mail correspondence to migrant students and families, as needed. This includes creating address labels.
3. Route telephone calls and messages to staff.
4. Create, document and share correspondence as directed by the Team Leader.
5. Take minutes at staff meetings and check attendance (sign-in sheet). Maintain a file for this to be included as documentation for monitoring and program reviews.
6. Maintain a file of staff participation logs for trainings and other events.
7. Communicate with families as needed.
8. Assist the Team Leader in preparing paperwork and scheduling interviews.
9. Greet visitors to the office and assist them with whatever they need.
10. Check staff schedules and keep a record of daily attendance.
11. Maintain a leave calendar of approved absences for corresponding project area staff.
12. Manage, route, and facilitate clerical and administrative procedures with staff reminders for deadlines.

Additional Administrative

1. Maintain an efficient filing system for the project area site, and regularly rotate outdated student folders.

2. File new COEs, student emergency contact forms, media releases, or others as directed on a weekly basis.

3. Maintain shared office space, including supplies shelves, orderly and clean.
4. Maintain an inventory of basic materials and supplies at the office, and submit requisitions as needed.
5. Ensure printer is serviced when needed, paper is available, and ink-toner is refilled/ordered.
6. Use computer skills to create agendas, sign-in sheets, flyers, etc. as directed by the Team Leader.
7. Work with central office staff, as directed by Project Manager, in completing necessary tasks.
8. Attend state, regional, and local in-services, training, and meetings as required.
9. Assist the Parent Coordinator in hosting activities, as directed by Team Leader.
10. Work occasional Saturdays and evenings for parent workshops or interviews, as directed by Team Leader and/or Project Manager.
11. Perform other duties and responsibilities to support the program mission as directed by the Team Leader.

Summer Responsibilities

1. Perform summer school duties to relocate supplies and oversee duties on the summer campus site.
2. Ensure basic summer supplies are stocked and distributed as needed.
3. Oversee loading and unloading of supplies from storage by MU staff to summer sites both at the start of summer campus programs and the end.
4. Reorganize supplies in storage after summer supplies are unloaded.
5. Collect and submit summer staff applications, time sheets, and other needed paperwork.
6. Guide summer applicants through the MU background check process.
7. Maintain summer services master list, and report students served weekly to central office.

Attendance Requirements

1. This is an in-person and daily attendance at the corresponding project area office is required.
2. All absences must be approved by the Team Leader. Requests for extended absences from June through August will not be approved. Requests will be considered on a case-by-case basis.
3. Attendance at occasional evening workshops is required; evening and weekend sessions/home visits/parent involvement activities may also be required.

Education, Experience, and Skills Requirements

1. A high school diploma or equivalent plus experience with administrative or clerical support preferred.
2. Ability to follow verbal and written instructions required.

Other Requirements

1. Must have a valid Pennsylvania driver’s license and own transportation.
2. Must be able to lift and carry medium loads, and navigate uneven ground, stairs, porches, and steps.
3. Must complete the clearance process at Millersville University for PA State Police Clearance

(Act 34), Child Abuse Clearance (Act 151), FBI Fingerprint Clearance (Act 114), and background history check (Act 168) are pre-employment condition.

Job Type: Part-time

Pay: $10.00 - $20.00 per hour

Expected hours: 20 – 30 per week

Schedule:

• 8 hour shift
• Day shift
• Weekends as needed

Work Location: In person

Salary : $10 - $20