Administrative Support, Speech Department

Allegheny Intermediate Unit•Homestead, PA

10d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative and operational support for the program. This role involves processing referrals, maintaining databases, coordinating scheduling, tracking program expenses, supporting staff with documentation and compliance requirements, and ensuring smooth daily operations. The position requires attention to detail, strong communication and interpersonal skills, confidentiality and adaptability to program needs.

Requirements

High School Diploma required
Minimum of 2 years of administrative assistant experience required.
Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook; experience with databases and spreadsheets required.
Strong organizational and time management skills with the ability to prioritize multiple tasks.
Excellent written and oral communication skills.
Ability to work independently with minimal supervision and as part of a team.
Strong problem-solving skills, discretion, and professionalism in handling confidential information.
Ability to comply with organizational policies and procedures.

Nice To Haves

Business School or Associate degree preferred.
Experience tracking budgets, processing payroll, billing, and purchasing preferred.

Responsibilities

Processes and tracks program referrals, ensuring timely distribution and follow-up, organizing the necessary information and coordinating with staff and local education agencies, in order to support efficient processing of requests for services.
Maintains and updates electronic databases of students, staff, and program records by regularly inputting and verifying data ensuring accurate, accessible and up-to-date information that is used by the program for a variety of essential functions.
Prepares and processes, for the review of the program director, all services agreements and billing, consistent with AIU procedures, ensuring documentation is accurate and timely.
Orders and tracks equipment and supplies by processing purchase requests, monitoring inventory, and reconciling receipt of supplies to ensure timely availability of resources for teachers and students.
Assists in planning and preparation for program meetings between internal and external stakeholders by scheduling, preparing materials and coordinating logistics that supports meaningful use of people’s time.
Monitors submission of program-required paperwork by tracking and following-up on submissions, ensuring continuity and timeliness of staff communications.
Prepares board agenda items and submit according to administrative guidelines to ensure timely board action on program-specific items by compiling necessary documentation and submitting the information by deadlines.
Communicate with internal and external stakeholders to facilitate collaboration and information sharing by responding to inquiries, providing updates and relaying essential information.
Supports the onboarding and offboarding of program staff by coordinating paperwork, assisting with orientation to program-specific equipment, logistics and processes, ensuring smooth transitions for personnel.
Assist with special projects and other duties as assigned by providing administrative support to program administrators and staff to support program operations while adapting to evolving needs.