Academic Administrative Officer

Puzzle Box Academy • Palm Bay, FL

6d • Onsite

About The Position

Are you a detail-oriented professional who thrives in creating an organized and welcoming environment for students, parents, and staff? We are seeking an Academic Administrative Officer to play a key role in supporting the daily operations of our school and clinic. As one of the first faces you see in our building, you will set the tone for a positive and professional experience from the moment guests arrive. In this position, you will work closely with the Director of Academic Operations and the Executive Clinical Director to ensure seamless coordination, efficiency, and exceptional service for our community. We are seeking a highly motivated individual with exceptional organizational and communication skills. Prior preschool experience is required, as this role supports our early intervention students and clients.

Requirements

• High School Diploma required
• At least 2 years of relevant administrative experience.
• Prior experience in a preschool or early intervention setting.
• 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.

Nice To Haves

• Associate's Degree preferred.
• Familiarity with ABA therapy or working with children with autism is a plus.

Responsibilities

• Manage office and appointment calendars, provide daily schedule updates, and handle routine clerical tasks.
• Take and transcribe minutes for meetings, conferences, and official functions as needed.
• Serve as the first point of contact for parents and staff, addressing routine inquiries and concerns.
• Process HR paperwork (e.g., incident reports, timecards) promptly and audit client and student files for compliance.
• Process purchase requests, maintain supply inventories, and distribute deliveries.
• Prepare staff and client calendars, monitor client attendance, and generate punctuality reports.
• Coordinate custodial and maintenance activities to maintain a clean and productive environment.
• Schedule and conduct tours, follow up with prospective parents, and maintain a tour tracking spreadsheet.
• Assist in planning and coordinating team meetings, fundraisers, and other events.
• Utilize Microsoft Office Suite, ProCare, and FACTs to maintain records, generate reports, and ensure data accuracy.
• Perform additional responsibilities as assigned to support the team and organization.

Benefits

• 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/Breaks according to the company calendar
• Professional Development Opportunities to grow and advance your skills in a supportive environment.

What This Job Offers

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