Administrative Assistant (1)

REPORTS TO: Building Principal WORK YEAR: 10 months, 35 hours/week, 7:30 am - 2:30 pm THE ROLE: The TEC Academy Administrative Assistant is responsible for performing a variety of office functions and facilitating communication among administrators, school districts, teachers, parents, and students. You will be a part of a small, supportive team dedicated to providing our students with a welcoming, engaging, personalized learning environment. OUR ORGANIZATION: The Education Cooperative (TEC) is an educational collaborative and 501(c)(3) non-profit organization located in E. Walpole, MA that develops and coordinates educational and organizational programs to meet the needs of our 19 member communities and their students in a way that complements and strengthens their school programs and expands opportunities for their students, educators and communities in the most cost effective manner. OUR SCHOOL: TEC Phoenix Academy is a DESE approved public day school that is designed for students in Grades K-2 and 6-12 with academic, emotional and/or behavioral challenges that necessitate a small, structured educational setting. ESSENTIAL FUNCTIONS/RESPONSIBILITIES Administrative Support for Program Director -Manage the Program Director’s professional calendar and provide organizational support for high-priority tasks, including hiring, personnel evaluations, and MCAS test preparation. -Draft, edit, and distribute a variety of materials, including memoranda, student discipline paperwork, reports, and official correspondence. Daily Operations & Logistics -Act as the primary point of contact for the school; greet visitors, manage incoming phone calls, and respond to general inquiries. -Oversee daily arrival and dismissal procedures, manage van scheduling, and maintain direct communication with student transportation providers. -Serve as the school’s primary contact for Walpole Nutrition to coordinate the daily breakfast and lunch programs. -Facilitate the smooth operation of the program by performing general clerical tasks and managing the procurement and distribution of staff equipment and supplies. Enrollment & Records Management -Admissions Support: Manage the student referral pipeline by updating tracking spreadsheets and drafting enrollment decision letters for school districts. -Student Onboarding: Coordinate with families and districts to collect required paperwork; ensure all data is accurately entered into -Student Information Systems (e.g., PowerSchool, eSped, FastBridge, MCAS). -Attendance Tracking: Monitor daily student attendance and provide monthly reports to the Business Department. Special Education & Compliance -IEP Meeting Coordination: Schedule all Individualized Education Program (IEP) and progress meetings, ensuring successful coordination between districts, staff, and parents. -Evaluation Logistics: Organize and schedule the student re-evaluation process in alignment with district requirements. -Maintain accurate student records by uploading all IEP-related documentation to eSped archives. Financial & Business Functions -Budgetary Support: Prepare purchase requisitions and track program expenditures to ensure alignment with the annual budget. -Tuition Management: Collaborate with the Business Department to generate accurate student tuition invoices. Additional Responsibilities -Perform other related duties as assigned by the Program Director to support the evolving needs of the school.