EXECUTIVE ASSISTANT - EDUCATION OPERATIONS & ADMISSIONS

Milestones Day School (Special Ed School) ( learn more )

Milestones Day School (Special Ed. School)

Waltham, Massachusetts ( map )

Job Details

  • Job ID: 3732448
  • Application Deadline: Posted until Filled
  • Posted : December 1, 2021
  • Starting Date: Immediately

Job Description

Reporting to the HR Director, The Executive Assistant provides exemplary customer service and operational/administrative support to the School Principal and the Head of Admissions (50/50). This role will work collaboratively and supportively with all members of the school leadership team and the human resources department. 


Detailed Responsibilities:

Admissions - 50%
- Complete administrative tasks alongside the Head of Admissions to support a positive and efficient experience for prospective students and families as well as clear communication with staff regarding prospective students.
- Create referral file (electronic or hard copy).
- Add students to admissions referral doc.
- Collaborate with the Head of Admissions to ensure that all new student required paperwork is received prior to a student’s enrollment and that newly enrolled students experience a smooth entry into Milestones.
- Cross-train with the Head of Admissions to lead or participate in designated Admissions phone calls, tours, intakes, packet reviews, and discussions with families during trial visits.
- Ensure contact information for referral sources is updated regularly (districts, clinics, physician’s offices).
- Ensure timely and accurate data collection and entry on an ongoing basis for all prospective students.
-Participate in two weekly admissions advisory group meetings to drive student enrollment.


Education - 50%
- Collaborate with team members to organize communications of yearly calendars and communications for student activities (i.e. IEP dates, progress report dates, summer programming tasks), and developing systems for improved coordination.
- Coordinate testing activities for students including MCAS and comprehensive clinical/academic assessments (i.e. consent process, scheduling, ordering materials, assigning rooms and proctors, communicating plans).
- Participate in annual audit preparation activities in collaboration with school leadership and outside agencies.
- Oversee and maintain up-to-date student electronic and physical records for new and existing students (i.e. creating, entering and maintaining information in various organizational systems including ALMA, PowerSchool, spreadsheets, and address labels).
- Responsible for becoming one of the ALMA technology platform experts or acting as a backup person for the designated expert.
Special Events & Projects
- Event and field trip project administration and support as assigned (i.e. field trip planning, onsite speaker series support, professional development training support, parent event support, etc.)
- Support operations and human resources in positive culture initiatives.
General Administrative
- In collaboration with the school administrative assistant/reception, regularly available to perform general onsite administrative duties to support leadership staff (including but not limited to; filing, mailing projects, photocopying, screening calls, front desk coverage, managing calendars, greeting visitors, preparing data and documentation, various assigned administrative & creative projects, conduct research, educational administrative support to classroom staff, etc.).
- Provide back-up front desk coverage/support for student arrival, end of day student dismissal and as needed/in the absence of the administrative assistant.

Requirements:
- High attention to detail, accuracy, and management of shifting priorities.
- Anticipate areas of need both independently and collaboratively.
- Excellent organizational skills with ability to think proactively, prioritize tasks, and meet deadlines.
- Maintain high level of confidentiality.
- Demonstrate high level of flexibility, openness to feedback, discretion and exemplary customer service both internally and externally.
- Strong communication skills.
- Experience creating accurate and creative deliverables (i.e. flyers, newsletters, press releases, announcements, etc.)
- Working knowledge of Powerpoint, Excel, Mac, Pages, Gmail, and information systems.
- Experience in administrative support role; special education experience preferred.
- Bachelor’s Degree.
  • Position Type: Full-time
  • Positions Available: 1
  • Job Category : Support Staff > Administrative Assistant
  • Equal Opportunity Employer

    Milestones Day School (Special Ed. School) is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

    Job Requirements

    • At least 2 years of relevant experience preferred
    • Bachelor degree preferred
    • Citizenship, residency or work visa required

    Application Questions

    There ARE NO application questions required FOR this job posting.

    Contact Information

    • Heather Miller , Education Operations Manager/Human Resources
    • 410 Totten Pond Rd
    • Floor 2
    • Waltham, Massachusetts 02451

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