Academic Administrative Assistant Jobs (NOW HIRING)

Job Overview

The Academic Administrative Officer (AAO) is a key operational leader who partners directly with the Clinical Director to help run the day-to-day operations of the building, ensuring a safe, organized, and well-functioning environment for students, families, and staff. The AAO serves as the primary point of contact for parents, staff, and vendors, and works closely with the Director of Academic Operations to coordinate site calendars, school events, and spirit weeks. This role requires strong ownership of building operations, sound independent judgment, and the ability to keep academic and clinical functions aligned and running smoothly at all times.

The AAO's schedule and planning follow the clinical calendar, ensuring consistency between academic operations and clinical service delivery.

Responsibilities:

Building Operations & Leadership

• Partner with the Clinical Director to help oversee daily building operations, ensuring a cohesive, well-run academic and clinical environment.
• Serve as a trusted operational partner and point person in the building, exercising independent judgment to resolve day-to-day issues and escalating as appropriate.
• Maintain high visibility throughout the facility and assume supervisory responsibilities as needed.
• Support the enforcement of school rules, policies, and procedures.
• Manage and maintain the daily functioning of the school following best practices.
• Monitor for signs of child abuse and report as necessary.
• Understand and perform all safety protocols and procedures in the best interest of students and staff at all times.

Administrative Support to School and Clinic

• Maintain office and appointment calendars; provide daily meeting and appointment schedules.
• Take and transcribe minutes for meetings and official functions as required.
• Address routine office queries and concerns from staff, parents, and vendors.
• Coordinate and prioritize clerical tasks, projects, and office administration.
• Ensure timely routing of HR paperwork (e.g., incident reports, timecards).
• Process purchase requests and manage inventory of classroom and office supplies.
• Handle deliveries, outgoing mail, and coordinate office equipment maintenance.
• Serve as the primary liaison among parents, staff, vendors, and the community.
• Coordinate vendor communication and scheduling to support building operations and events.
• Schedule tours for prospective families and maintain follow-up records.
• Compile client attendance and punctuality reports.
• Audit and maintain student/client files to ensure compliance standards are met.
• Maintain both electronic and paper records securely and appropriately.
• Use various systems for data entry and document preparation.
• Coordinate facility activities to ensure a clean and productive environment.
• Prepare facility maintenance reports for management.
• Attend required meetings, events, and seminars.
• Assist staff with client-related issues and communication with parents.
• Stay informed about the best practices for effective office administration.
• Perform additional duties as assigned.

Events & Calendar Coordination

• Partner with the Director of Academic Operations to plan and coordinate school events, site spirit weeks, and school-wide activities.
• Build, maintain, and distribute the site's master calendar, ensuring alignment with the clinical calendar.
• Participate in planning and coordinating meetings, fundraisers, and events.
• Communicate calendar updates and event details clearly to staff, parents, and vendors.

School Leadership

• Assist in coordinating meetings for staff and parents to ensure alignment with school objectives.
• Learn and utilize FACTs Management, ProCare, and Rethink systems for administrative tasks.
• Collaborate with the Director of Academic Operations es to ensure alignment between academic and clinical services.
• Escalate issues properly per policies and procedures to the Director of Academic Operations.

Communications

• Prepare various materials (reports, curriculum materials, correspondence) to document and convey information.
• Assist with creating parental communications for newsletters and important notices.
• Utilize Circle/MindMeld for effective parent communication.
• Promote open communication and positive attitudes among students, staff, and families.

School Management

• Manage administrative functions related to student discipline, scheduling, and personnel assignments.
• Coordinate maintenance and custodial activities to promote a healthy environment.
• Partner with the Clinical Director to ensure cohesion between academic and clinical services.

Community Relations

• Provide outstanding customer service with positive interpersonal communication.
• Act as a representative in community forums to foster support for educational goals.
• Participate in meetings and workshops to acquire and share necessary information.

General Operations

• Perform related duties to ensure efficient functioning of the school.
• Perform other duties as assigned.

Qualifications

• Education: High School Diploma required; Associate's Degree preferred.

Experience

• At least 2 years of relevant administrative experience.
• Prior experience in a preschool or early intervention setting.
• Familiarity with ABA therapy or working with children with autism is a plus.

Skills

• Proficiency in Microsoft Office Suite (Outlook, Excel, SharePoint, PowerPoint), ProCare, and FACTs.
• Typing Speed of a minimum of 35 WPM with legible handwriting.
• Excellent written and oral communication skills.
• Flexible, reliable, and capable of handling sensitive information with professionalism.

Benefits

We value and support our employees with a comprehensive benefits package, including:

• Company-Paid Health Benefits Option for additional coverage available at cost to the employee.
• Mental Health Days Earn up to 4 paid mental health days per year.
• PTO Accrual 40 hours of paid time off that accrues.
• Paid Holidays according to the company clinical calendar
• Professional Development Opportunities to grow and advance your skills in a supportive environment.

Why Join Us?

• Be part of a supportive team dedicated to making a positive impact on the lives of children and families.
• Work in a dynamic, rewarding environment where every day brings new opportunities to learn and grow.
• Enjoy competitive pay and a company culture that prioritizes work-life balance.
• If you meet these qualifications and are ready to make a difference, we encourage you to apply today!