Administrative Assistant - Outreach

WESTERN PENNSYLVANIA SCHOOL FOR BLIND CHILDREN•Pittsburgh, PA

1d•Onsite

About The Position

Located in the heart of Oakland, Western Pennsylvania School for Blind Children is a one-of-a-kind educational experience committed to empowering our students to realize their full potential. The School also provides vital early intervention and outreach services to visually impaired students, with or without additional challenges, throughout western Pennsylvania. Founded in 1887, our School is best equipped to care for and educate students with visual impairments. As a private institution chartered by the Commonwealth of Pennsylvania, the School educates approximately 200 enrolled students from 80-85 school districts within western Pennsylvania. The Administrative Assistant supports the Director of Outreach Services and Outreach professional staff in coordinating services provided to children, families, school districts, intermediate units, agencies, and other community partners. The Outreach Program provides information, consultation, direct services, assessments, professional development, and multidisciplinary evaluations to support children and students with visual impairments throughout western Pennsylvania. The Administrative Assistant is expected to function as an integral member of the Outreach team and perform duties that support the efficient delivery of these services.

Requirements

Strong organizational, communication, clerical, and customer service skills.
Ability to manage multiple priorities, maintain accurate records, communicate professionally with families, school districts, agencies, and professional staff, and work effectively as a member of a multidisciplinary team.
Proficiency with computers and commonly used software, including Microsoft Windows and Microsoft Office.
Ability to answer telephone calls, respond to correspondence, schedule appointments and services, and greet families, visitors, and professional personnel in a courteous and professional manner.
A minimum of a high school diploma or equivalent is required.
Must hold proper clearances for Police and Child Abuse, Act 34 and Act 151.

Nice To Haves

Post-secondary training in business administration, education, human services, or a related area is preferred.

Responsibilities

Provides general administrative, clerical, and technical support to the Director of Outreach Services and Outreach professional staff.
Serves as a primary administrative point of contact for the Outreach Department and communicates professionally with families, school districts, intermediate units, agencies, professionals, and other individuals seeking Outreach services.
Answers telephone calls, responds to correspondence and inquiries, takes messages, and directs questions or requests to the appropriate Outreach staff member.
Assists with scheduling and coordinating Outreach services, consultations, assessments, evaluations, meetings, professional development opportunities, and other departmental activities.
Assists with maintaining accurate records, documentation, correspondence, forms, reports, schedules, and other departmental materials related to Outreach services.
Assists with the administrative coordination of direct services provided to children and students with visual impairments in their homes, school districts, or other appropriate settings.
Assists with the organization and maintenance of materials associated with the Outreach Lending Library, including receiving, documenting, organizing, distributing, and tracking materials as directed.
Prepares, copies, scans, files, distributes, and shreds documents and materials as needed while maintaining appropriate confidentiality.
Assists with submitting orders for educational materials; including those obtained with Federal Quota funds.
Assists with the distribution, collection, and filing of executed contracts between WPSBC and districts they serve.
Assists with maintaining departmental databases, spreadsheets, contact information, schedules, and other electronic or paper-based records.
Assists with the preparation of correspondence, reports, presentations, meeting materials, informational packets, and other documents for the Outreach Department.
Assists with planning and coordinating Outreach meetings, workshops, seminars, training opportunities, and other departmental events.
Assists with communication and administrative follow-up related to Outreach services provided to families, schools, intermediate units, and other organizations.
Assists with special projects and assignments related to the Outreach Department and performs duties that are specific to the Director of Outreach Services and/or individual Outreach staff members.
Provides administrative support for departmental initiatives designed to increase awareness of services available through the Outreach Program.
Maintains a professional and welcoming environment for families, students, educators, and other visitors interacting with the Outreach Department.
Provides coverage for the reception desk and mailroom, as needed.
Performs other duties as assigned.