Program Assistant

The Monarch School and Institute provides an innovative, therapeutic education for individuals with neurological differences—such as those associated with autism spectrum disorder, attention deficit (hyperactivity) disorder, learning disabilities, Tourette syndrome, mood disorders, anxiety disorders, traumatic brain injury and seizure disorders. We offer a learner-centered approach that helps students progress in Four Core Goal areas.

The Program Assistant for The Monarch School serves all programs in the assigned building and serves as an assistant to the program directors. The program assistant is an important member of the program faculty by maintaining program calendars and serves as a liaison to the parents. This person manages the front desk and ensures all safety measures are implemented. Other responsibilities include managing the front desk or office. The individual must be efficient and comfortable being a member of a team. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. Other responsibilities like resourcefulness, good problem solving, and organization skills are also essential. Assuring a steady completion of the workload in a timely manner is key to success in this position.

REPORTS TO THE ASSIGNED PROGRAM LEADER

EDUCATION /SKILLS

Minimum B.A. degree preferably in social sciences or business preferred.

High level in implementing Outlook and all modules including power point and excel.

Must be able to learn and successfully navigate software packages as directed.

EXPECTATIONS

• Extends a gracious welcome to visitors entering the building.
• Ensure all visitors, including any deliveries of supplies, food, etc. initiate their visit at the Monarch Center where they will sign into Raptor and receive a name tag, drop off items, etc.
• Collaborate with the Monarch Center receptionist when supplies or food needs to be picked up for your building.
• Ensure all employees assigned to the program sign in with Raptor upon daily arrival.
• Answer all incoming phone calls and transfer calls or send to voice mail as needed.
• Exercise discretion and confidentiality regarding information about school families and faculty members.
• Establishes and maintains a neat and professional school office and organizes all school office materials.
• Becomes knowledgeable about the whole scope of Monarch programs to become an excellent ambassador for the school.
• Provides weekly status reports to Program Leaders on the physical state of the program space as it impacts visitors’ perception of the school and is the direct contact and liaison to the maintenance support personnel.
• Communicates to faculty what they need to do to maintain the environment.
• Supports the daily functioning of the Program including Therapy Services and Therapeutic Team, student schedules, attendance, logistics for community events, quarterly reports, point of entry events, field trips, intersession activities, and parent meetings, etc.
• Attendance of all students in the program must be accurate, maintained in RenWeb, and noted on the report cards as well as submitted to the Institute Administrative Assistant as directed by the Program Leaders. Some of Monarch’s educational partners must receive a copy of daily attendance for some students as directed by the Program Leaders. All absences must be recorded as well as late arrivals and occasions where a parent may pick a student up early. Data must be shared with the designated Administrative Assistant to prepare the permanent record / transcript for graduation.
• Creates a spreadsheet with all extracurricular activities logging each student’s participation. (parties, prom, camp for all, etc.) Contacts parents to determine participation when needed.
• Takes daily attendance of faculty and may be asked to support in securing substitutes and or support the schedule for coverage when substitutes are not available.
• Maintains the various rosters and outlook contacts programs for smooth coordination and communication with parents and other professionals.
• Receives medication from families, maintains medication in a double locked cabinet and administers medications. Coordinate with Program Leaders and School Psychologist / Members of the Coach Team on issues pertinent to medication administration. Ensures medication is not expired. Sends all medication home to parents at the end of the year, handing it off DIRECTLY to the parent.
• Medication preparation for day and overnight trips.
• Maintains a first aid kit.
• Receives and confirms all enrollment forms are submitted and complete upon enrollment and re-enrollment. Receive and file student registration forms and health records. Log all information as it arrives keeping a binder of printed forms organized by individual student per program. Works with parents regarding keeping all information forms and parent directory updated and notify program leaders as needed.
• Childhood vaccination requirements are noted in the enrollment package. Maintain accurate records of all vaccinations as directed and described by the learner’s physician. This data is collected annually and submitted to the Institute Administrative Assistant and then to the state health department.
• Responsible for ensuring the Publicity Objections list is current and communicated to all faculty throughout the year. Send information of Publicity Objections to the Institute Administrative Assistant as soon as received.
• Send copies of Transportation Form to Facilities Manager.
• Participates in a leadership capacity regarding all safety drills.
• Help coordinate the Program Leader’s calendar with all affected community members.
• Research, and maintain on-going statistical information, and assists in the creation of reports and presentations as needed by the Program Leader.
• Aids the program’s multi-disciplinary team.
• Inventories supplies and places orders for approved building, and learner supplies not purchased through Life Academy. May place orders through the Life Academy,
• Remain alert for details which require attention, be proactive and appropriate in attending to them.
• Promotes the institute’s mission by modeling respect for everyone with whom you come in contact.
• Assist with all special traditions for all grade levels.
• Supports and coordinates all student and faculty schedules.
• Serves as Registrar and maintains student schedules, transcripts, verification of enrollment, etc.
• Organizes and supports the Program Leader with logistics, security, achievement testing, college entrance testing, record keeping of PSAT/SAT scores and ordering testing materials in a timely manner. Works with the therapeutic team on modifications and or accommodations a student may qualify for in advance of the assessments.
• Assists Program Leader with college scholarships.
• Performs other duties as assigned.

SKILLS

• Highly organized with excellent attention to detail and strong written/verbal communication skills.
• Highly skilled in Microsoft Office and all modules including SharePoint, Word, Power Point Excel, and Outlook. Monarch uses RenWeb and the ability to learn and navigate this platform is this platform is critical.
• Exhibit ethical behavior and confidentiality.
• Proven skill in delivering exceptional customer service.

WORKING CONDITIONS

Working conditions range in a wide variety of challenges and deadlines. The best candidate should be able to perform well under pressure, think logically, remain calm, and be a great problem solver. Although the position is emotionally rewarding, and provides endless opportunities to have positive effects, it can be stressful at times. Ability to lift up to 40 pounds. Frequent standing, kneeling, stooping, and bending. Consistent and timely work attendance is critical.

Highly professional, confidential, and friendly environment.