Executive Administrative Assistant

Shrub Oak International School • Lake Mohegan, NY

2d • $75,000 - $90,000 • Onsite

About The Position

Shrub Oak International School (SOIS) is a therapeutic day and residential school for autistic children, adolescents, and young adults with complex co-occurring conditions. Located in northern Westchester County, Shrub Oak offers unparalleled educational opportunities for autistic students in a family-centric, supportive environment. We offer a variety of programs to meet the needs of students across the spectrum, and our curriculum is based on the most advanced and successful evidence-based clinical and academic approaches in ASD education.

As a school, SOIS maintains a smoke-free environment to ensure the health and safety of our students, employees, and community. We are a residential boarding school located on a scenic 127-acre campus which includes multiple buildings and a working farm for student programming. The work environment will include both indoor and outdoor spaces.

SOIS is a community of dedicated professionals that work together to find meaning with and for our students. We strive to make every day memorable in positive ways, and to manage students’ difficulties as a team. We are accountable, timely, and show up whenever needed to support our students and each other.

We are guided day-to-day by our four core principles.
We Care
We are Innovative
We are Collaborative
We are Resourceful

Requirements

• Associate degree in business administration or related field is required
• 3+ years as an Executive Assistant in a fast moving company or industry is required
• Demonstrated strong organizational, administrative, project management, and time management skills is required.
• Demonstrated ability to stay organized, manage multiple tasks with interruptions, set priorities, meet deadlines, and maintain attention to detail is required.
• Highly proficient with Microsoft Office Suite and technology systems is required

Nice To Haves

• Bachelors is preferred
• Masters is preferred ++
• 5+ years as an Executive Assistant is preferred
• IT and systems project management including stakeholder management, launch and change management experience is preferred.
• advanced abilities in Excel including massive data management and reporting is preferred.
• Experience in supporting school administration and Connors Cases including experience with students on the autism spectrum or with developmental disabilities is preferred.

Responsibilities

• Admissions, Enrollment & Registrar Management which includes but it not limited to; Intake Coordination & Owner of the lifecycle of student records in all aspects including Systems Management; Primary point of contact for School districts, care managers, OPWDD and the like, as well as internal communications on contracts and assessments as a project manager; Ownership of Connor’s Case documents and subpoenas completely end-to-end; QA and Compliance tracking ownership, ensuring we are always ‘Audit Ready’; Student demographic reporting, enrollment reporting and census updates to start. Strategic proposals for needed reporting as we evolve, how do we communicate better across all channels?
• Discharge & Transition Administration which includes but is not limited to; Owning discharge and program transition paperwork completion and submission while ensuring timelines are upheld and all applicable stakeholders are in the loop.
• Governance, Strategic Execution and Board Relations including but not limited to; Strategic Dashboard/Reporting/Metrics tracking, reporting, and timely compliance; Internal end-to-end leadership meeting planning and coordination across any and all subject and categories; Ownership of School accreditations; filing, tracking, compliance, documentation required and anything needed;
• Compliance, Incident Tracking & Audit Support including but not limited to; Incident Report Review and Routing, Policy/Procedure Version Contral, Site Survey Prep and Execution end-to-end.
• Fiscal and Contract Administration including but not limited to; Assisting the Executive Director with all Tuition and Contract Tracking in a complex multi-tiered contract model.
• Partner with HR to cross-reference staff credentials ensuring the program is compliant.
• Budgeting, Purchasing & “Department orders”; acting as a gatekeeper for the Executive Director’s signature on all needs, POs and special requests while double checking budgetary obligations and all approvals are in place before it hits the Executive Director’s desk.

Benefits

• Reduced Cost Meals every shift on site (All)
• Employee assistance program (EAP) (All)
• Insurance coverage: Health, vision, dental, life, supplemental and pet insurance (FT)
• Flexible spending account (FSA) (FT)
• Generous Paid time off (PTO) (FT)
• 401k w/company match (FT)
• Tuition/Professional development assistance (FT)

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree