Administrative Assistant

American Paradigm Schools

8101 Castor Avenue Philadelphia PA 19152

Discovering Excellence Through Cultivating Differences

American Paradigm Schools is a non-profit education management organization that supports and serves four charter schools in North and Northeast Philadelphia. The mission of American Paradigm Schools is to develop manage and support diverse school communities who are grounded in literacy to produce academic excellence and expanding opportunities for all students. Our vision is a world class school in diverse communities. American Paradigm Schools are dedicated to equity and excellence for all learners while celebrating the uniqueness of our communities. Our values drive our dedication to providing a world class education.

Position: Administrative Assistant

Position type: Full Time

Position location (School): Lindley Academy Charter School

Department: Admin Support

Reports to: Director of Operations

Employment status: Exempt

Employment duration: 12 months

Position Summary:

The Administrative Assistant is part of an admin team that works in the main office and closely with teachers parents students the administrative team and other school personnel to build and maintain a positive environment.

Board of Trustees (monthly)

• Contact board members monthly and follow up to ensure a quorum
• Monthly update and send the Leadership presentation to all members of leadership to update.
• Monthly download and prepare all contracts that need to be signed based on Board approval
• Coordinate and send SOFI forms (yearly)

Attendance (daily)

• Ensure the 3 6 10 day letters are sending and logging correctly in FOCUS
• Schedule SAIP meetings and scan documents into FOCUS
• Schedule SAIP meetings with families for leadership and counselors to faciliate
• Follow up with families and staff for absence notes
• Scan attendance information into FOCUS and file and maintain the original documents
• Maintain documentation for students with 10 consecutive days of absence. Ensure proper attempts have been made to contact the family.
• Run attendance reports for Athletic Director
• Liaison with Project GO and upload any documentation from their office
• Weekly/biweekly progress check in meeting

Pupil Services (daily)

• Maintain IEP EL and Discipline Files under guidance of SpEd and Principal
• Request records and follow up daily as necessary with SpEd records from previous schools for new enrollment under the guidance of the SpEd Director
• Send necessary SpEd records to requesting agencies/schools under the guidance of the SpEd Director
• Responsible for pulling attendance reports on a daily basis and following the protocols listed in the student handbook for follow up.
• Follow detailed instructions and work alone to complete the work.
• Work with teachers to ensure that attendance is up-to-date and accurate.
• Contact families via phone email and in-person meetings to ensure knowledge of attendance regulations.
• Other duties as assigned

Transportation (daily)

• Submit Transportation Action Requests (TAR) through the SDP system and arrange private transportation services for school-based transportation
• Enter transportation routes times and contact information into FOCUS (SIS)
• Field phone calls and questions from parents/families regarding transportation
• Monitor TARs regularly for updates on routes pick up/drop off times and communicate all information to parents/families
• Liaison between parents/families the LEA and SDP transportation office
• Consult with drivers route information and vendors regarding issues concerns behavior etc.
• Monitor daily arrival times for all transportation students and enter arrival into FOCUS (SIS)
• Support transportation dismissal including monitoring and contacting route vendors regarding on time/late arrivals and status updates

Communication (ongoing)

• Periodically draft communication to staff and families
• Send communication to staff and families using FOCUS and email
• Send monthly Scholar Data Letter
• Process informal and formal discipline hearing communication with families
• Maintain all related hearing paperwork using checklist
• Ensure that complete discipline packets are scanned into FOCUS

General Office (ongoing)

• Support front office for lunch breaks and meetings (and when absences)
• Answer phones make copies take messages file and other office duties

Renewal Process (once every 5 years)

• Coordinate documents for the renewal process on a yearly basis.
• Maintaining agendas for committee meetings
• Collecting letters of support from families and community partners

Education and certifications

• High School Diploma
• Associate Degree or 60 College Credits preferred
• Previous experience in a school setting preferred

Physical Requirements

• Sitting
• Walking
• Standing
• Talking
• Pushing
• Other

Must have access to a car and be willing to complete errands during the school day.

Caring School Community

Relationships are the foundation of the classroom and school life. They underpin teaching learning and prosocial development. Building relationships and fostering students sense of community are a critical part of our work at APS and as such we have partnered with the Collaborative Classroom to implement the Caring School Community Model in all of our schools.

Caring School Community model builds positive classroom and schoolwide communities while developing students social and emotional learning (SEL) skills and competencies. It is designed to help students become caring responsible members of their school communities and ultimately to grow into humane principled and skilled citizens of a democratic society. The lessons in the program help faculty and staff create a warm safe and disciplined school environment where all community members can develop the skills and dispositions they need to interact constructively with others.

All employees at American Paradigm Schools are expected to be true champions of the Caring School Community Program.