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Operations Administrative Assistant

Board Of Child Care B W
Baltimore, MD
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

Position Summary:

The Strawbridge School Administrative Operations Assistant works as part of a team of support professionals to provide an excellent client, visitor, and overall workplace experience at BCC. Supported by the Office Manager this role is responsible for several key workflows, this role’s primary focus is to support the operations and clinical team at the Strawbridge School. This individual is responsible for several key workflows, such as ensuring individual treatment and education plan meetings occur on or before the required schedule and that client files are maintained properly in electronic formats. This position is responsible for critical data entry and recordkeeping, must be able to focus amidst interruptions, and must be able to prioritize multiple projects and deadlines.

Essential Functions:

  • Model and act in accordance with BCC’s core values.
  • Direct Support to Director of Education & Leadership Team.
  • Take meeting minutes, code to-dos into BCC’s project management or electronic health record software systems, and support Strawbridge leadership with excellent follow through on tasks delegated or assigned to others within their respective teams.
  • Act as an authorized purchaser for the Director of Education and maintain proper inventory of school supplies.
  • Clinical team procurement and CEU signup, training and logistics
  • Support Director of Education with open houses, post tour follow-ups, getting candidate and tour interviews scheduled.
  • Execute BCC’s document retention policies by ensuring the appropriate and timely destruction of documents that have expired.
  • Schedule, coordinate, and send Individual Treatment Plan (ITP) and Individual Education Plan (IEP) meeting notices and reminder emails to internal and external stakeholders Schedule and coordinate appointments (Strawbridge School clients) with Strawbridge Leaders
  • Focus on annual consent packages/ clinical side of admission and discharge.
  • Create client case files, either physically or digitally depending on which program(s) have gone live with the electronic health record system. Physical files should have type-written labels.
  • File documents, correspondence, etc. within the defined timeframe and maintain files in order to ensure continuity and confidentiality, and are in the correct places according to sign in/out sheet
  • Review Discharge Audit Checklist submitted by IEP Coordinator/designee to ensure client file is complete.
  • Breakdown client case files for Strawbridge services within the defined timeframe from client discharge.
  • Responsible for creating/updating transcripts and also creating/updating report cards.
  • Log any external client chart information requests and respond to those that are approved. Follow all confidentiality, COMAR, insurance, and accreditation regulations and standards. Obtain and maintain certification as a “super user” in BCC’s electronic health record (EHR) software system, Cx360. Troubleshoot any workflow issues in partnership with the Electronic Health Record Administrator and distribute reports to leadership and other stakeholders.
  • Monitor the EHR ticketing system and provide support as assigned.
  • Scan and upload documents and enter data into the EHR
  • Onboard new employees to the school into the EHR. Partner with the when new features or changes to the EHR are rolled out to the school.
  • Review and/or proof materials, manuals, letters, PowerPoint presentations, and other communication pieces and internal documents.
  • Record Administrator and distribute reports to leadership and other stakeholders.
  • Manage and distribute various reports from a database or the EHR system.
  • Assist in the scheduling, room set up, catering, and other logistics of meetings and trainings as assigned.
  • Manage and distribute various calendars and schedules such as on call, etc.
  • Create reports, and analyzes data regarding climate, academic, attendance, rosters, and community service hours to generate Transcripts and report cards and other areas that impact student achievement and works with the school leadership team to develop and implement strategic support plans.
  • Develop and manages collaborative communications and working relationships with county schools and City Schools central office departments.
  • Intake new students record and partner with school districts for completed student files, log all request into HER
  • Plan, coordinate, and provide logistical support to the planning and execution of public and private events, and most school related events.
  • Monitors student information systems for accuracy, manages updates as necessary including adding and dropping students, accurately reporting graduation, and other processes
  • Prepares the school for the start of the school year and works with administrative staff to resolve any outstanding issues

Non-Essential Functions:

  • Provide support and coverage to other administrative support roles throughout BCC as directed by the Office Manager or the COO.
  • Serve as a monitor during for safety drills and participate in feedback on where to improve.
  • Work with the COO and senior leadership to support BCC’s external accreditation and licensing oversight. This includes but is not limited to gathering all pre-visit documents, managing the schedule for the visit, conducting pre-visit site inspections, coordinating day-of logistics, being the point person for all internal stakeholders, and generally following up to ensure all needed items are delivered on time.
  • Warmly greet visitors upon arrival, sign them in, and obtain confidentially statements and any other necessary data.
  • Understand and correctly utilize the telephone and voice mail systems. Answer multi-line phones and either transfer the caller to the appropriate party or handle the caller’s needs directly.
  • Communicate relevant, timely information during a campus emergency via the overhead PA system, email, and walkie talkies.
  • Office copiers: submit service calls to vendor, generally assist the workforce and other administrative staff on how to use the functions of the copier/scanner.
  • Compile office supply orders and see them through to completion from approval to distribution.
  • Make a great first impression for new employees by partnering with facilities and IT to ensure their workstations are clean and the technology is ready, office supplies are stocked, door name plate is made, etc.


  • Accurate Listening
  • Appointment Coordination
  • Attention to Detail
  • Communications
  • Conceptual Thinking
  • E-Mail Management
  • Honesty
  • Following Directions
  • Frequent Interaction with Others
  • Handling Stress
  • Meeting Standards
  • Organizational Skills
  • Organized Workplace
  • Personal Accountability
  • Problem Solving
  • Professional Behavior
  • Project Management
  • Task Management
  • Teamwork
  • Technology
  • Telephone Protocol

What are my next steps?

Drug screen and background check required.

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The Board of Child Care is an equal opportunity employer committed to excellence through diversity. All eligible candidates, regardless of personal characteristics, are encouraged to apply for vacancies as appropriate.


Company Description
The Board of Child Care is a nonprofit organization that is enriching communities, one family at a time. We serve youth and their families across the Mid-Atlantic.

Our goal is to build a bridge leading to independence, success and confidence for children facing adverse life circumstances. When they leave us, we want them prepared to meet the world and to live healthy, productive lives.

You can see a full list of offered benefits, open jobs, and interviews with current employees at

Board Of Child Care B W


Baltimore, MD