The Administrative Assistant in the Education Division provides essential support to ensure the smooth operation of our Pre-School and services. This role is responsible for managing daily administrative tasks, including coordinating meetings, preparing reports, and maintaining records. The Administrative Assistant will support the team by handing correspondence, organizing documents, and assisting with program logistics. Additionally, this position requires effective communication with staff, students, and external partners, along with a strong attention to detail and organizational skills to help maintain a productive and collaborative environment within the Education Division.
Ensures compliance with IEP documents.
Coordinates the acquisition of all prescriptions needed throughout the year to maintain mandated services and comply with Medicaid regulations.
Coordinates team meetings throughout the year and maintains the school calendar
Acts as liaison with DOE, SCE, CPSE and districts regarding issues with Related Services, annuals or quarterlies.
Coordinates all Turning- 3 intakes.
Ensures execution of policies and procedures as set forth by HeartShare
All HeartShare Education Employees will be required to learn and master the use of all software systems and technology utilized.
Liaison Management: Serve as the primary point of contact between the bus company, parents, and school administration to ensure smooth communication and efficient resolution of issues.
Route Oversight- Monitor and manage bus routes to ensure timely arrivals and departures. Regularly update and verify addresses to maintain accurate routing information.
System updates: input and update essential information in the system, including school start dates, changes in parental details, and maintaining an accurate roster.
Staff Communication: Keep School staff informed about bus schedules, routes, and any changes that may impact their classes.
Name tag creation: Design and produce name tags for tags for students to facilitate smooth bus boarding and identification
Bus Drill Coordination: Organize and conduct bus evacuation drills to ensure student safety and preparedness.
Receive and direct all telephone calls to the program. Take and relay messages as necessary.
Answer questions for inquiring parents and notifying them of upcoming CPSE/CSE meetings
Communicate with CPSE to schedule screenings and collect enrollment paperwork
Welcome all visitors to the Preschool Program and ensure that they sign-in in the Visitor’s Log. Contact the staff person that the visitor is seeing.
Provides first attend dates to CPSE administrators
Updates and provides attendance for CMR compliance
Update class lists and staff rosters as needed
Order all classroom, office supplies, purchase orders
Coordinate bussing, extensive communication with bus company on daily basis
Taking care of petty cash
Establish, maintain, and keep current program staff and student files and medical records
Undertake typing and paperwork as assigned by Program Director
Complete all paperwork, data entry and filing on a timely basis
Translate all correspondence for Spanish speaking families
Participate in in-service training and on-site workshops, as required, for professional growth and development. Attend external trainings and workshops at direction of direct supervisor
Maintain and keep current program staff DOH mandated trainings in the staff files
Undertake any additional tasks and initiatives as assigned by supervisor or program director
Remain sensitive and responsive to cultural differences of program participants and program staff
Follow all agency, state and federal regulations to maintain program HIPPA compliance,
Always maintain confidentiality of program participants
Represent HeartShare, both within and outside the organization, in a manner that promotes the mission, vision, and values of the agency. Personally, adhere to HeartShare Human Services of New York mission, vision, and value statement, in addition to all other agency policies and procedures