Administrative Specialist – Operations and Student Support

The Administrative Specialist is a classified position with Element Education. The Administrative Specialist reports to the Chief Operations Officer and Director of Student Services and is primarily responsible for assisting with the operations of special education programs and general duties pertaining to the function of the administrative office. 

Essential Functions

Operations

• Provide support to the Chief Operations Officer
• Answer telephone and provide callers with general information and direct to appropriate personnel
• Receive, sort, and distribute mail
• Coordinate and prepare for meetings and special events, including preparing conference rooms for meetings
• Assist with set up and organization of all Element learning centers, as needed
• Schedule appointments
• Maintain a neat and orderly work environment
• Assist with preparing cash deposits
• Maintain filing systems and office organization
• Maintain inventory of supplies, order supplies, and restock supplies
• Coordinate maintenance, repairs, and upkeep of copy machine 
• Input work orders through MaintainX
• Support staff as needed
• Attend and participate in all required meetings, trainings, and school functions; Promote and participate in the creative exchange of ideas
• Observe confidentiality
• Return all correspondence, including phone calls and emails, in a timely manner; Be accessible during business hours and respond to administrative needs and inquiries
• Comply with the Organization’s Safety Plan, including the 504 Procedures
• Maintain thorough and up-to-date Standard Operating Procedures for the position 

 Student Services Support

• Provides support to the Director of Student Services
• Maintain confidential student Special Education files
• Schedule Individual Education Plan (IEP) meetings, including sending out meeting notices and tracking receipts
• Assist with meeting preparation tasks including, but not limited to verification of completed forms and necessary signatures
  • Track parent signatures on IEPs
  • Scan/Upload IEPs and reports into SEIS
• Copy, file, and distribute signed IEP and reports to parents and Educational Facilitators
• Create flyers, letters, spreadsheets, etc. 
• Perform a variety of clerical tasks including typing, proofreading, filing, and data enter, training material preparation
• Maintain and update a variety of alphabetical, numerical, and subject matter files and records,

 Public Relations

• Develop positive relationships with parents and general public associated with the organization
• Communicate and support the school’s mission, policies, and procedures
• Represent Element Education and its programs in a positive and professional manner

 Professional and Organizational Development

• In collaboration with the Director of Student Services and Chief Operations Officer plan for own career growth and ongoing professional development
• Seek innovative approaches to self-directed learning and formal training

Knowledge, Skills, & Abilities

• Previous experience working in a school office setting
• Professional phone etiquette
• Familiarity and commitment to the mission and educational philosophy of Element Education
• Ability to maintain records as directed by supervisor
• Ability to maintain confidentiality regarding parents, families, and staff
• Ability to remotely and/or virtually perform duties and attend meetings, as needed
• Ability to exercise emotional maturity in communicating with students, parents, and colleagues
• Demonstrate considerable knowledge of computers, Microsoft Office 365 and its’ applications, and DocuSign
• Demonstrated ability to work under pressure, prioritize, multi-task, and meet deadlines
• Ability to communicate clearly and concisely, both orally and in writing; Use appropriate language, tone, and English usage
• Demonstrate good judgement
• Ability to establish and maintain effective relationships; be approachable and professional
• Ability to work independently with minimal supervision; be self-motivated and well-organized
• Ability to think strategically and independently
• Demonstrate willingness to help others and foster a cooperative and positive work environment
• Ability to accept responsibility and constructive criticism
• Ability to maintain a positive and effective work environment; Treat all staff with respect, provide opportunities for participation in decision making, and be responsive to the human needs of staff members

Requirements

• High School Diploma or equivalent

Upon Hire/Offer

• First Aid/CPR/AED certification
• Proof that employee is free of active tuberculosis (i.e. TB risk assessment, TB test, chest X-ray, etc.)
• Successful background clearance

*?May require travel throughout San Diego County.? 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, and sit for an extended period of time.  Sitting is done at a desk with forward bending from the waist, leaning on the forearms, and looking down which requires neck flexion.  The employee is regularly required to read, speak, see, and hear well enough to communicate by telephone, electronically, and in person.  Employee must also regularly be able to write, file, type and operate a computer, telephone, and general office equipment.  It is necessary to grasp and manipulate pens, markers, scissors, staplers, etc., either occasionally or frequently, depending on the day.  May occasionally have to climb up stairs, stoop, kneel, and/or lift and carry up to 25 lbs. The employee is required to deal with irate members of the public and stressful situations.

The employee must have reliable transportation and be able to attend meetings at various Element Education regions.

Work Environment

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Normal office working conditions within a collaborative environment. This environment may be expected to include: noise level that is quiet to moderate, frequent interruptions, and occasional movement from inside to outside with exposure to elements, stairs, children, and duty hours before sunrise or after sunset. The employee may experience heat or cold extremes as well as fumes, odors, and dust.

Element Education is an Equal Employment Opportunity employer.