Program Assistant, Pupil Services

Allegheny Intermediate Unit•Homestead, PA

6h•Onsite

About The Position

This position provides comprehensive administrative support to the Assistant Director of Special Education and Pupil Services. Responsibilities include coordinating routine office operations, managing internal and external communications, maintaining program data systems, and supporting essential business functions. All duties are performed in accordance with established procedures of the AIU’s internal service programs, including fiscal, human resources, and technology services. The position requires strong communication and interpersonal skills, a high level of discretion and understanding of confidentiality requirements, and excellent organizational abilities. The successful candidate demonstrates an understanding of program needs, anticipates priorities, and responds effectively to support departmental operations.

Requirements

High School Diploma required
Two years administrative experience required
Demonstrated expertise with Microsoft software programs required (Word, Excel, Access, PowerPoint)
Excellent communication skills, both written and verbal, required
Works with minimal supervision, demonstrating strong problem-solving skills professional judgment in the resolution of administrative problems
Maintains and ensures coordination of schedules using electronic calendars and ensures appropriate meeting locations and supplementary materials as needed

Nice To Haves

Business School or Associates degree preferred
experience in special educational setting preferred

Responsibilities

Provides comprehensive clerical and operational support to the Assistant Director of Special Education and Pupil Services by coordinating and completing assigned administrative tasks (e.g., drafting board agenda materials, managing team meeting notes and minutes, processing required paperwork, reserving facilities, and entering and maintaining program data) in order to ensure efficient, accurate, and timely operation of departmental programs and services.
Represents and promotes the Pupil Services Department by collaborating with internal departments and external stakeholders to establish, maintain, and support effective working relationships through clear communication, coordination, and responsiveness, in order to enhance service delivery, support stakeholder needs, and advance departmental goals and outcomes.
Supports the management of routine needs for the Pupil Services Program by facilitating communication with staff, inter-agency departments, and external stakeholders, relaying staffing-related information as well as coordinating and processing contracts and service agreements, in order to ensure continuity of services and the effective operation of departmental programs.
Supports the coordination and documentation of directed staff professional development activities by assisting with scheduling trainings and maintaining accurate records of staff participation, following applicable requirements and internal procedures, in order to ensure accurate recordkeeping, compliance with professional education credit requirements, and effective monitoring of staff development activities.
Coordinates clerical aspects of program-wide special projects, such as the opening and closing of calendared school activities and the AIU Extended School Year (ESY) program, following the administrative systems, timelines, and tracking processes, in order to support smooth execution, ensure accuracy and compliance, and promote efficient program operations.
Assists in the coordination of staffing changes, including new hires and on-boarding, employee status changes, and separations, by managing user access within program data systems, facilitating required human resources and business procedures as needed, and coordinating the distribution and return of equipment, in order to support accurate records, timely transitions, and continuity of departmental operations.
Manages and maintains program-wide tracking systems by collecting, entering, monitoring, and organizing program, staffing, and service-related data consistent with established internal procedures, in order to support operational efficiency, ensure compliance with applicable requirements, and provide accurate information for program oversight and decision-making.
Assists in the fiscal and operational support of the program by coordinating ordering and monitoring procurement activities in accordance with established fiscal and business procedures, in order to ensure accurate records, timely acquisition of resources, and effective support of program needs.