Administrative Site Coordinator

Job Description
PRIMARY FUNCTION: The Administrative Site Coordinator (ASC) -- Education provides clerical support and office management to Education Division staff, greets families, attends meetings, and performs a variety of administrative functions per Pennsylvania Department of Education (PDE) regulations, and Elwyn policies and office procedures. These duties include, but are not limited to, general reception, answering phones, screening visitors, scanning, printing, copying, faxing, sending, and receiving mail, emailing, filing, records management, room reservations, interpreter requests, inventory and ordering, and managing external vendors for the Education Division. The ASC is responsible for maintaining the administrative flow of information for the program.
DUTIES RESPONSIBILITIES

• Provide clerical support to staff including, but not limited to, scanning, printing, copying, faxing, mail processing, and filing
• Monitor and report truancy among students with 100% accuracy by tracking student absences, communicating with teachers and parents, generating a monthly report and reporting absences to school districts according to mandates and timelines issued in PDE regulations
• Ensure educational records of new students are available to teachers/Individualized Education Planning (IEP) teams by uploading the documents into IEPWriter
• Answer phones lines, fields concerns, forward calls and take messages as needed, provide general reception and high-quality customer service experience to children, families and other Education Division visitors including, but not limited to, greeting, managing the waiting area, and directing them to appropriate staff including responding to emergencies and incidents
• Carry out mailroom duties, including, but not limited to, managing incoming and outgoing mail, metering outbound mail and date/time stamping incoming mail, signing for delivering and picking up packages, monitoring and maintaining an adequate office supplies, overnight mailing
• Assume primary or secondary responsibility for all intercom announcements by announcing calls for positive behavior support/assistance with emergencies, arrival and departure of student buses, general announcements, armed intruder drill announcements and instructions, etc.
• Support students, staff, staffing agencies, vendors, as needed with tasks such as daily reporting National School Lunch Program (NSLP) data to the State, student and staff attendance, agency staffing assignments, etc. to support ongoing efficient operation of school business
• Communicate with housekeeping and maintenance staff concerning areas of the school that need immediate cleaning/disinfection attention
• Create, maintain, and update electronic health records and paper files for appropriate record identification and to ensure compliance with federal, state, and local regulations using designated database systems including, but not limited to, Pennsylvania's Enterprise to Link Information for Children Across Networks (PELICAN) and PowerSchool
• Perform periodic mass mailings to families and/or providers via email, text, and live mailings, including but not limited to printing, sorting, envelope preparation and mail merge progress reports, enrollment packets, Summary of Performance, IEPs, etc.
• Transcribe IEPs into IEPWriter database as needed for students that are accepted from a school district that uses an IEP writing system that is not compatible with IEPWriter
• Enter and upload data in PowerSchool Parent Portal and assist with enrollment process including, but not limited to, electronic packet creation to ensure timely processing per compliance standards and guidelines
• Upload quarterly student progress reports in the PowerSchool Parent Portal for both parent and school district access
• Ensure proper operation of multifunction printing equipment by filling paper drawers, replacing toner, calling for repairs, and maintaining appropriate equipment inventories
• Submit and track supply orders in Oracle to ensure supplies are available for smooth operation of school business
• Manage BlackBoard Connect digital communication system through the issuance of communications such as, but not limited to, COVID pre-screening link and important, timely messages to staff, parents and LEAs for timely dissemination of information to our stakeholders
• Enter/update information on electronic message boards to inform staff of upcoming events, team/employee recognition, special announcements, etc. daily
• Receive, identify school-related invoices, code, and forward them to Accounts Payable to ensure timely processing
• Assist with retrieving student records and copying and mailing as requested and instructed by the Social Security Administration
• Verify student enrollment and anticipated graduation date for Social Security office by completing and returning related form to parents within 72 hours of receipt
• Maintain inventory including, but not limited to, distribution and maintenance of evaluation and assessment tools and other education resources
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies with Operations Coordinator
• Collaborate with Education Operations staff to ensure offices are arranged in accordance with safety and fire code standards
• Provide conflict resolution for families as needed, escalate issues as appropriate, report parent concerns to supervisor, as required
• Maintain staff contact and emergency contact lists, update family address and phone numbers in designated Teams folder as needed.
• Receive and reply to email, telephone, or face-to-face enquiries no later than one (1) business day
• Provide back up support to Business Office Coordinator with business office tasks including, but not limited to, data entry, generating reports, billing data entry, records management, and compiling, generating, and submitting billing, State reporting of funding status and demographic data, and service contracts to ensure smooth and ongoing operation of the business office
• Provide support to other ASCs with tasks including, but not limited to, NSLP data entry, student attendance preparation, and filing during times of high volume and absences to ensure continuity of school business operations
• Participate in cross-training in areas of school business operations including, but not limited to, task management, and office protocol to foster preparedness for assuming additional office duties and tasks in the absence of office colleagues and to ensure smooth business office operations
• Perform other related duties as assigned

IMMEDIATE SUPERVISOR: Manager, Business Office
DIRECT REPORTS: None
CONTACTS: Elwyn staff, parents/families, children, vendors, representatives from other relevant agencies
EDUCATION/EXPERIENCE/SKILLS QUALIFICATIONS:

• High school diploma or General Education Diploma (GED)
• Two (2) years of administrative experience supporting an operation or team
• Experience in an educational setting preferred
• Experience with Docusign preferred
• Demonstrated ability to work effectively as part of a team
• Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities
• Demonstrated strong attention to detail
• Demonstrated strong time management and organizational skills
• Demonstrated excellent judgment with the ability to independently solve problems and make decisions with little or no need for direct supervision
• Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions
• Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills
• Experience using/knowledge of Electronic Health Record (EHR) / Electronic Medical Record (EMR)
• Fluency in Spanish or other second language a plus
• Basic understanding of childhood development principles and practices preferred
• Knowledge of records maintenance, Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA), and confidentiality rules, practices, and methods preferred
• Experience and demonstrated intermediate proficiency with Microsoft Office, specifically Outlook, Excel, and Word
• Ability to take direction, respond quickly, work well with multiple teams and departmental staff as well as work independently
• Ability to handle conflict in a calm, professional manner
• Good interpersonal communication skills; able to present information effectively to customers and employees
• Ability to establish and maintain a positive, energetic, and enthusiastic working relationships within a team environment

PHYSICAL DEMANDS/ENVIRONMENTAL PROFILE: See Physical Demands Checklist below which represents the general physical demands and environment conditions to which the employee holding this position must meet, in addition to the duties and responsibilities listed above, to successfully perform the essential functions of this job. Elwyn will engage otherwise qualified candidates for this position whose disabilities may require reasonable accommodations to enable an individual to perform the essential functions.
Elwyn reserves the right to revise or change job duties and responsibilities as needed. This job description is not meant to be an all-inclusive statement of duties and responsibilities of the job nor does it constitute a written or implied contract.
Elwyn is an Equal Opportunity Employer. Elwyn does not discriminate on the basis of race, color, religion, creed, ancestry, pregnancy status, medical condition, gender, gender identity or expression, genetic information, sexual orientation or identity, age, national origin, citizenship, handicap status, marital or family status, mental or physical disability, perceived disability, military or veteran status, political activities or affiliations, or any other characteristic protected under applicable federal, state or local law, ordinance, or regulation.