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Program Assistant, Pupil Services

Allegheny Intermediate Unit

Homestead, PA

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JOB DETAILS
SKILLS
Administrative Skills, Business Continuity Planning (BCP), Business Support, Calendar Management, Communication Skills, Contract Management, Contract Processing, Data Management, Distribution Management, Documentation, Financial Operations, Financial Procedures, High School Diploma, Human Resources, Interpersonal Skills, Lift/Move 35 Pounds, Maintain Compliance, Manage Agenda, Meeting Minutes, Microsoft Access Database, Microsoft Excel, Microsoft PowerPoint, Microsoft Product Family, Microsoft Word, Needs Assessment, Onboarding, Operational Support, Operations Management, Organizational Skills, Physical Demands, Presentation/Verbal Skills, Problem Solving Skills, Procedure Development, Project/Program Coordination, Purchasing/Procurement, Record Keeping, Regulatory Compliance, Service Delivery, Special Education, Staff Development, Systems Maintenance, Team Lead/Manager, Time Management, Training/Teaching Materials, Writing Skills
LOCATION
Homestead, PA
POSTED
5 days ago
Job Description

POSITIONTITLE:Program Assistant, Pupil Services

ACCOUNTABILITY OBJECTIVE:

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.

PRINCIPAL ACCOUNTABILITIES:

Administrative & Operational Support
  • 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.
Communication & Coordination
  • 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.
Data Management & Reporting
  • 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.
Financial & Program Support
  • 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.
QUALIFICATIONS:
  1. High School Diploma required; Business School or Associates degree preferred.
  2. Two years administrative experience required; experience in special educational setting preferred.
  3. Demonstrated expertise with Microsoft software programs required (Word, Excel, Access, PowerPoint).
  4. Excellent communication skills, both written and verbal, required.
  5. Works with minimal supervision, demonstrating strong problem-solving skills professional judgment in the resolution of administrative problems.
  6. Maintains and ensures coordination of schedules using electronic calendars and ensures appropriate meeting locations and supplementary materials as needed.


PHYSICALDEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Sitting for extended period of time
    • Lifting, carrying, pushing, pulling 35 pounds
    • Ability to kneel, crouch, bend and reach to retrieve and handle teaching materials and supplies
    • Moving fingers and hands in a repetitive manner
    • Ability to speak clearly and distinctly when communicating
    • Hearing clearly
    • Adequate vision to perform duties

The information contained in this job description is for compliance with Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Disclaimer: The preceding description is not designed to be a complete list of all duties and responsibilities required of this position.

Reports To: Assistant Director, Special Education and Pupil Services

Department: Special Education and Pupil Services

Position Schedule: Year Round, Monday through Friday

Salary: Professional Support Grade 11

Benefits: Professional Support

To Apply: Create an on-line application and upload a cover letter and resume at the AIU Career Site.

Please send any questions to: recruitment@aiu3.net

About the Company

A

Allegheny Intermediate Unit

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