Academic Administrative Officer (Rockledge)

Puzzle Box Academy • Rockledge , FL

4d

About The Position

The Academic Administrative Officer (AAO) is an operational leader who partners with the Clinical Director to manage day-to-day building operations and help maintain a safe, organized, and effective environment for students, families, and staff. The AAO serves as a primary contact for parents, staff, vendors, and the community, and coordinates site calendars, events, and activities with the Director of Academic Operations. The position requires ownership of building operations, independent judgment, and coordination between academic and clinical functions. The AAO’s schedule and planning follow the clinical calendar.

The role includes administrative support for the school and clinic, records and file management, communications, facility coordination, event planning, and support for school leadership and community relations. The AAO helps manage student discipline, scheduling, and personnel assignments, supports safety and policy enforcement, and escalates issues according to procedures.

Requirements

• High school diploma required.
• At least 2 years of relevant administrative experience.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, SharePoint, and PowerPoint, as well as ProCare and FACTs.
• Typing speed of at least 35 WPM and legible handwriting.
• Excellent written and oral communication skills.
• Flexibility, reliability, and ability to handle sensitive information professionally.

Nice To Haves

• Associate's degree preferred.
• Prior experience in a preschool or early intervention setting.
• Familiarity with ABA therapy or experience working with children with autism.

Responsibilities

• Partner with the Clinical Director to oversee daily building operations and maintain a cohesive academic and clinical environment.
• Serve as an operational point person, use independent judgment to resolve day-to-day issues, and escalate issues as appropriate.
• Maintain visibility throughout the facility and assume supervisory responsibilities as needed.
• Support enforcement of school rules, policies, and procedures.
• Manage daily school functioning and follow administrative best practices.
• Monitor for signs of child abuse and report as necessary.
• Understand and follow safety protocols and procedures.
• Maintain office and appointment calendars and provide daily schedules.
• Take and transcribe meeting and official-function minutes as required.
• Respond to routine queries and concerns from staff, parents, and vendors.
• Coordinate and prioritize clerical tasks, projects, and office administration.
• Route HR paperwork, including incident reports and timecards, in a timely manner.
• Process purchase requests and manage classroom and office supply inventory.
• Handle deliveries and outgoing mail, and coordinate office equipment maintenance.
• Serve as a liaison among parents, staff, vendors, and the community.
• Coordinate vendor communication and scheduling for building operations and events.
• Schedule prospective-family tours and maintain follow-up records.
• Compile client attendance and punctuality reports.
• Audit and maintain student/client files to meet compliance standards.
• Maintain electronic and paper records securely and appropriately.
• Use systems for data entry and document preparation.
• Coordinate facility activities and prepare facility maintenance reports for management.
• Attend required meetings, events, and seminars.
• Assist staff with client-related issues and parent communication.
• Partner with the Director of Academic Operations to plan school events, spirit weeks, and school-wide activities.
• Build, maintain, and distribute the site master calendar in alignment with the clinical calendar.
• Participate in planning and coordinating meetings, fundraisers, and events.
• Communicate calendar updates and event details to staff, parents, and vendors.
• Assist in coordinating staff and parent meetings to support school objectives.
• Learn and use FACTs Management, ProCare, and Rethink for administrative tasks.
• Collaborate with the Director of Academic Operations to align academic and clinical services and escalate issues according to policies and procedures.
• Prepare reports, curriculum materials, correspondence, and other documents.
• Assist with parent communications, including newsletters and important notices.
• Use Circle/MindMeld for parent communication.
• Promote open communication and positive attitudes among students, staff, and families.
• Manage administrative functions related to student discipline, scheduling, and personnel assignments.
• Coordinate maintenance and custodial activities to promote a healthy environment.
• Provide outstanding customer service and represent the organization in community forums.
• Participate in meetings and workshops to acquire and share necessary information.
• Perform other related duties as assigned.

Benefits

• Company-paid health benefits, with an option for additional coverage at the employee's cost.
• Up to 4 paid mental health days per year.
• 40 hours of paid time off that accrues.
• Paid holidays according to the company clinical calendar.
• Professional development opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED