Anova Education
Office Administrator
Anova Education, Santa Rosa, California, us, 95402
PURPOSE OF POSITION
This position is primarily responsible for providing support to the ACE School Director and the ACE School staff in the daily operation of all programs and services. This position ensures the efficient and orderly daily operation of the ACE school.
ESSENTIAL DUTIES
KEY RESPONSIBILITY AREA :
Administration for ACE School
Comply with all State and Federal Laws applicable to the delivery of the professional services rendered by a Non-Public School
Ensures that the ACE School office is open 30 minutes prior to school start time
Manages communication via telephone, voicemail, mail, and email
Provides information to callers (general public) about the ACE School and Clinic Services
Organizes and sends out First Day Packets to students prior to the first day of school
Manages student information system ensuring information is current and complete
Ensures school rosters are current at all times
Assists with transportation requests and daily bussing support as needed
Ensures weekly packets are mailed on Friday afternoon before 5:00PM
Maintains student attendance logs and contacts parents when students are absent
Maintains monthly attendance/service logs submitted by teachers and specialists
Schedules IEPs
Coordinates lunch orders, bills families timely for lunches, approves invoices for payment
Assists ACE School Director in correspondence to families and staff
Maintain current STAR Testing and IEP information on the server
Coordinates student testing schedule
Coordinates class fieldtrips and arranges transportation as needed
Ensures employee timesheets are turned in to the ACE School Director in a timely manner
Manages petty cash disbursements, receipts, and reconciles for accounting
Order, purchase, inventory and distribute office supplies and curriculum materials for ACE School staff
Responsible to ensure packing slips are signed off and sent to the administrative office upon receipt
Participates in committee meeting as appropriate
Assists in the planning and implementation of school wide special events and projects
Maintain facilities tidiness and organization
Manages requests for student records
Prepares for certification reviews and renewals: SARC
Assists with monthly fire drills and quarterly earthquake drills
Manages and prepares client files for storage according to Anova's policies and procedures
Tracks paraprofessional staff Time Off Requests
Implement directions and assists in special projects from School Director and Office Manager
Assists the Admin. Office with all requests as it pertains to Student Attendance Records and Billing
KEY RESPONSIBILITY AREA :
Diagnostic and Therapy Services
Manages clinical scheduling
Maintains current roster for all D & T clients
Coordinates, organizes, mails registration and materials to all clients
Manages records
Works with Marketing and Public Relations Specialist in the development of brochures and other D & T marketing material
Ensures payment in processed for services at appointment
Investigate, obtain approvals, purchase, inventory, and distribute curriculum materials
KEY RESPONSIBILITY AREA :
Student Exposure
Ensure a positive and reinforcing experience and compliance with Anova policies and procedures and other appropriate regulations and standards.
Model instructional and behavior management techniques for others.
Provide positive reinforcement for appropriate behavior.
Use positive behavior management techniques at all times.
Report significant changes noticed in the student's behavior to the Classroom Teacher and Behavior Analyst assigned to the classroom.
Provide physical management of student's behavior according to the individual behavior plan and appropriate Crisis Intervention techniques.
Encourage an atmosphere conducive to helping students achieve their greatest potential in the least restrictive environment.
KEY RESPONSIBILITY AREA :
Administrative
Ensure adherence to Anova's policies and procedures and other governing agency regulations and standards as appropriate at all times.
Complete activities relevant to this position as required by the California Department of Education pursuant to maintaining certification as a Non-Public School.
Provide constructive input into Staff orientation procedures.
Ensure that all work is accurately recorded and converted in Central Reach on a daily basis and that your work schedule is evaluated timely according to Anova's policies and procedures.
Complete and submit all administrative paperwork in an accurate and timely fashion.
ADDITIONAL RESPONSIBILITIES
Complete other duties and assignments at the discretion of the Anova Management Team and under the direct supervision of the School Director.
Qualifications:
The candidate ACE Office Administrator is required to have Associates degree preferred or high school diploma with at least one year experience working in an administrative educational setting.
Working Conditions:
Will work in a school environment. Travel to in-services trainings and other Anova locations may be necessary.
Supervises:
None
KNOWLEDGE, SKILLS & EXPERIENCE
Education:
Associates degree preferred or high school diploma
Experience:
The candidate ACE Office Administrator is required to have at least one year experience working in an administrative educational setting.
Skills (technical):
Working knowledge of basic Accounting procedures
Working knowledge of special education and/or developmental disabilities
Excellent math and analytical skills
Strong administrative skills
Ability to develop clear and concise reporting documentation for review by the ACE School Director
Ability to work and communicate relevant topics effectively with students, teaching and administrative staff
Ability to provide physical management for Students in crisis situations including the implementation of Anova's approved Crisis Intervention Management Techniques
Strong Proficiency with MS Office suite
Strong Proficiency with Google suite
Proficiency with Central Reach and RenWeb
Skills (non-technical):
Strong organizational skills
Excellent written and verbal communication skills
Ability to make logical and practical decisions
Ability to organize and set priorities
Ability to work independently and as a team member
Ability to effectively communicate and maintain professional boundaries with students, teachers and parents
Ability to develop and maintain positive and constructive working relationships with teachers and other staff
Ability to communicate effectively with students, clinical and teaching staff, administrative staff, families, and integral professionals / agencies
Ability to listen to the concerns, suggestions, and complaints of Students served and report to communication to the School Director
Ability to work effectively with Anova's Administrative Team.
Ability to relate to students in a positive, effective and age-appropriate manner.
Ability to encourage an atmosphere that helps staff align themselves with the agency's mission and promote enthusiasm and professionalism
Ability to promote cooperation and a feeling of teamwork among Staff
Ability to maintain professional appearance and conduct at all times
Ability to multitask under pressure and meet deadlines
Ability to manage details.
Able to organize and track a wide variety of concurrent activities.
ADDITIONAL JOB DATA
Financial Responsibility and Authority: No individual budget responsibility.
Supervisory: None
Typical Working Conditions: Normal to loud and disruptive classroom environment, constant interruptions, noise, onsite at events and meetings
Equipment Used: Computer, telephone, copier
PHYSICAL REQUIREMENTS [O=occasionally(up to 3 hrs), F=frequently(3-6 hrs), C=constantly(6-8+ hrs)]
Lifting/carry to 30 pounds F
Keyboarding F
Reach overhead O
Kneeling, pushing/pulling, squatting, stooping - F
Standing and/or Sitting - F
Standing for long periods of time or all day F
Running - F
Repetitive Motion Hands (typing) - C
Stress relating to deadlines and competing priorities F
Driving O
Lifting, turning, bending, stooping and carrying students requiring physical support - F
Performing physical management techniques including physical escort and restraint of Students; including the implementation of Crisis Intervention techniques - O
Performing medical related procedures including tube feeding, catheterization, and other procedures provided under the supervision of administration - O
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This position is primarily responsible for providing support to the ACE School Director and the ACE School staff in the daily operation of all programs and services. This position ensures the efficient and orderly daily operation of the ACE school.
ESSENTIAL DUTIES
KEY RESPONSIBILITY AREA :
Administration for ACE School
Comply with all State and Federal Laws applicable to the delivery of the professional services rendered by a Non-Public School
Ensures that the ACE School office is open 30 minutes prior to school start time
Manages communication via telephone, voicemail, mail, and email
Provides information to callers (general public) about the ACE School and Clinic Services
Organizes and sends out First Day Packets to students prior to the first day of school
Manages student information system ensuring information is current and complete
Ensures school rosters are current at all times
Assists with transportation requests and daily bussing support as needed
Ensures weekly packets are mailed on Friday afternoon before 5:00PM
Maintains student attendance logs and contacts parents when students are absent
Maintains monthly attendance/service logs submitted by teachers and specialists
Schedules IEPs
Coordinates lunch orders, bills families timely for lunches, approves invoices for payment
Assists ACE School Director in correspondence to families and staff
Maintain current STAR Testing and IEP information on the server
Coordinates student testing schedule
Coordinates class fieldtrips and arranges transportation as needed
Ensures employee timesheets are turned in to the ACE School Director in a timely manner
Manages petty cash disbursements, receipts, and reconciles for accounting
Order, purchase, inventory and distribute office supplies and curriculum materials for ACE School staff
Responsible to ensure packing slips are signed off and sent to the administrative office upon receipt
Participates in committee meeting as appropriate
Assists in the planning and implementation of school wide special events and projects
Maintain facilities tidiness and organization
Manages requests for student records
Prepares for certification reviews and renewals: SARC
Assists with monthly fire drills and quarterly earthquake drills
Manages and prepares client files for storage according to Anova's policies and procedures
Tracks paraprofessional staff Time Off Requests
Implement directions and assists in special projects from School Director and Office Manager
Assists the Admin. Office with all requests as it pertains to Student Attendance Records and Billing
KEY RESPONSIBILITY AREA :
Diagnostic and Therapy Services
Manages clinical scheduling
Maintains current roster for all D & T clients
Coordinates, organizes, mails registration and materials to all clients
Manages records
Works with Marketing and Public Relations Specialist in the development of brochures and other D & T marketing material
Ensures payment in processed for services at appointment
Investigate, obtain approvals, purchase, inventory, and distribute curriculum materials
KEY RESPONSIBILITY AREA :
Student Exposure
Ensure a positive and reinforcing experience and compliance with Anova policies and procedures and other appropriate regulations and standards.
Model instructional and behavior management techniques for others.
Provide positive reinforcement for appropriate behavior.
Use positive behavior management techniques at all times.
Report significant changes noticed in the student's behavior to the Classroom Teacher and Behavior Analyst assigned to the classroom.
Provide physical management of student's behavior according to the individual behavior plan and appropriate Crisis Intervention techniques.
Encourage an atmosphere conducive to helping students achieve their greatest potential in the least restrictive environment.
KEY RESPONSIBILITY AREA :
Administrative
Ensure adherence to Anova's policies and procedures and other governing agency regulations and standards as appropriate at all times.
Complete activities relevant to this position as required by the California Department of Education pursuant to maintaining certification as a Non-Public School.
Provide constructive input into Staff orientation procedures.
Ensure that all work is accurately recorded and converted in Central Reach on a daily basis and that your work schedule is evaluated timely according to Anova's policies and procedures.
Complete and submit all administrative paperwork in an accurate and timely fashion.
ADDITIONAL RESPONSIBILITIES
Complete other duties and assignments at the discretion of the Anova Management Team and under the direct supervision of the School Director.
Qualifications:
The candidate ACE Office Administrator is required to have Associates degree preferred or high school diploma with at least one year experience working in an administrative educational setting.
Working Conditions:
Will work in a school environment. Travel to in-services trainings and other Anova locations may be necessary.
Supervises:
None
KNOWLEDGE, SKILLS & EXPERIENCE
Education:
Associates degree preferred or high school diploma
Experience:
The candidate ACE Office Administrator is required to have at least one year experience working in an administrative educational setting.
Skills (technical):
Working knowledge of basic Accounting procedures
Working knowledge of special education and/or developmental disabilities
Excellent math and analytical skills
Strong administrative skills
Ability to develop clear and concise reporting documentation for review by the ACE School Director
Ability to work and communicate relevant topics effectively with students, teaching and administrative staff
Ability to provide physical management for Students in crisis situations including the implementation of Anova's approved Crisis Intervention Management Techniques
Strong Proficiency with MS Office suite
Strong Proficiency with Google suite
Proficiency with Central Reach and RenWeb
Skills (non-technical):
Strong organizational skills
Excellent written and verbal communication skills
Ability to make logical and practical decisions
Ability to organize and set priorities
Ability to work independently and as a team member
Ability to effectively communicate and maintain professional boundaries with students, teachers and parents
Ability to develop and maintain positive and constructive working relationships with teachers and other staff
Ability to communicate effectively with students, clinical and teaching staff, administrative staff, families, and integral professionals / agencies
Ability to listen to the concerns, suggestions, and complaints of Students served and report to communication to the School Director
Ability to work effectively with Anova's Administrative Team.
Ability to relate to students in a positive, effective and age-appropriate manner.
Ability to encourage an atmosphere that helps staff align themselves with the agency's mission and promote enthusiasm and professionalism
Ability to promote cooperation and a feeling of teamwork among Staff
Ability to maintain professional appearance and conduct at all times
Ability to multitask under pressure and meet deadlines
Ability to manage details.
Able to organize and track a wide variety of concurrent activities.
ADDITIONAL JOB DATA
Financial Responsibility and Authority: No individual budget responsibility.
Supervisory: None
Typical Working Conditions: Normal to loud and disruptive classroom environment, constant interruptions, noise, onsite at events and meetings
Equipment Used: Computer, telephone, copier
PHYSICAL REQUIREMENTS [O=occasionally(up to 3 hrs), F=frequently(3-6 hrs), C=constantly(6-8+ hrs)]
Lifting/carry to 30 pounds F
Keyboarding F
Reach overhead O
Kneeling, pushing/pulling, squatting, stooping - F
Standing and/or Sitting - F
Standing for long periods of time or all day F
Running - F
Repetitive Motion Hands (typing) - C
Stress relating to deadlines and competing priorities F
Driving O
Lifting, turning, bending, stooping and carrying students requiring physical support - F
Performing physical management techniques including physical escort and restraint of Students; including the implementation of Crisis Intervention techniques - O
Performing medical related procedures including tube feeding, catheterization, and other procedures provided under the supervision of administration - O
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