POSITIONTITLE:Program Assistant Pupil Services

ACCOUNTABILITY OBJECTIVE:

This position provides comprehensive administrative support to the Assistant Director of Special Education and Pupil Services. Responsibilities include coordinating routine office operations managing internal and external communications maintaining program data systems and supporting essential business functions. All duties are performed in accordance with established procedures of the AIUs internal service programs including fiscal human resources and technology services. The position requires strong communication and interpersonal skills a high level of discretion and understanding of confidentiality requirements and excellent organizational abilities. The successful candidate demonstrates an understanding of program needs anticipates priorities and responds effectively to support departmental operations.

PRINCIPALACCOUNTABILITIES:

Administrative & Operational Support

• Provides comprehensive clerical and operational support to the Assistant Director of Special Education and Pupil Services by coordinating and completing assigned administrative tasks (e.g. drafting board agenda materials managing team meeting notes and minutes processing required paperwork reserving facilities and entering and maintaining program data) in order to ensure efficient accurate and timely operation of departmental programs and services.

• Represents and promotes the Pupil Services Department by collaborating with internal departments and external stakeholders to establish maintain and support effective working relationships through clear communication coordination and responsiveness in order to enhance service delivery support stakeholder needs and advance departmental goals and outcomes.

Communication & Coordination

• Supports the management of routine needs for the Pupil Services Program by facilitating communication with staff inter-agency departments and external stakeholders relaying staffing-related information as well as coordinating and processing contracts and service agreements in order to ensure continuity of services and the effective operation of departmental programs.

• Supports the coordination and documentation of directed staff professional development activities by assisting with scheduling trainings and maintaining accurate records of staff participation following applicable requirements and internal procedures in order to ensure accurate recordkeeping compliance with professional education credit requirements and effective monitoring of staff development activities.

• Coordinates clerical aspects ofprogramwide special projects such as the opening and closing of calendared school activities and the AIU Extended School Year (ESY) program following the administrative systems timelines and tracking processes in order to support smooth execution ensure accuracy and compliance and promote efficient program operations.

• Assists in the coordination of staffing changes including new hires and on-boarding employee status changes and separations by managing user access within program data systems facilitating required human resources and business procedures as needed and coordinating the distribution and return of equipment in order to support accurate records timely transitions and continuity of departmental operations.

Data Management & Reporting

• Manages and maintains program-wide tracking systems by collecting entering monitoring and organizing program staffing and service-related data consistent with established internal procedures in order to support operational efficiency ensure compliance with applicable requirements and provide accurate information for program oversight and decision-making.

Financial & Program Support

• Assists in the fiscal and operational support of the program by coordinating ordering and monitoring procurement activities in accordance with established fiscal and business procedures in order to ensure accurate records timely acquisition of resources and effective support of program needs.

QUALIFICATIONS:

1. HighSchoolDiplomarequired;BusinessSchoolorAssociatesdegree preferred.

2. Twoyearsadministrativeexperiencerequired;experiencein specialeducationalsetting preferred.

3. DemonstratedexpertisewithMicrosoftsoftwareprogramsrequired(WordExcel Access PowerPoint).

4. Excellentcommunicationskillsbothwrittenandverbalrequired.

5. Workswithminimalsupervisiondemonstratingstrongproblem-solvingskills professional judgment in the resolution of administrative problems.

6. Maintainsandensurescoordinationofschedulesusingelectroniccalendarsandensures appropriate meeting locations and supplementary materials as needed.

PHYSICALDEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfullyperformtheessentialfunctionsofthisjob.Reasonableaccommodationsmaybemadeto enable individuals with disabilities to perform the essential functions.

• Sittingforextendedperiodoftime

  • Liftingcarryingpushingpulling 35pounds

  • Abilitytokneelcrouchbendandreachtoretrieveandhandleteachingmaterialsand supplies

  • Movingfingersandhandsinarepetitive manner

  • Abilitytospeakclearlyanddistinctlywhen communicating

  • Hearingclearly

  • Adequatevisiontoperformduties

TheinformationcontainedinthisjobdescriptionisforcompliancewithAmericanswithDisabilitiesAct (ADA) and is not an exhaustive list of the duties performed for this position.Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Disclaimer:The preceding description is not designed to be a complete list of all duties and responsibilities required of this position.

Reports To:Assistant Director Special Education and Pupil Services

Department:Special Education and Pupil Services

Position Schedule:Year Round Monday through Friday

Salary: Professional Support Grade 11

Benefits:Professional Support

To Apply: Create an on-line application and upload a cover letter and resume at the AIU Career Site.

Please send any questions to: