CHRYSALIS BUILDING PROGRAM ASSISTANT

The Monarch School and Institute is dedicated to providing 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’s Chrysalis Program is responsible for managing the front desk or office and is an individual who is 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.

• High School diploma required.

• Performs as the Chrysalis/Therapy Services Program Director’s general assistant.
• Provide assistance to the Therapeutic Support and Therapy Services Teams.
• Professionalism:
  • Arrive on time and get organized.
  • Promotes the institute’s mission by modeling respect for everyone with whom you come in contact.
  • Warmly greet and assist visitors and faculty who enter the building.
  • Answer all incoming phone calls and transfer call or send to voice mail as needed.
  • Exercise discretion and confidentiality in regard to information about school families and faculty members.
  • Establishes and maintains a neat and professional front desk and organizes all program office materials.
  • Maintain library in the visitor waiting room and straighten the room at the end of each day.
  • Remain alert for details which require attention, be proactive and appropriate in attending to them.
• Security:
  • All visitors must start in the Monarch Center and have a printed badge. You are the security for all entering the building.
• Documentation:
  • In addition to using our school check-in system (Raptor), you will track and report faculty absences and tardiness in an organized and timely manner.
  • Track absent and late students daily in an organized and timely manner.
  • Record absences of all students in Chrysalis Building and keep this information by quarter. At the end of the school year, you can maintain student’s permanent record.
  • Receive and file student registration forms and health records. Log all information into spreadsheet as it arrives. Revise and distribute med form spreadsheet as needed. Require families to submit both electronic as well as required printed forms before the student’s first day. This also includes any health information, such as immunizations.
  • Keep the Family Directory and Therapy Services client list current by updating upon receipt all new information of family contact and emergency information. Distribute new information to departments as needed.
  • Send copy of all student Transportation Forms to Facilities Manager.
  • Prepare and update Chrysalis student transcripts with support from the Program Director.
• Medication and first aid:
  • Keep medication counts and follow established procedures for distribution.
  • Email families about medication refills, fill weekly meds, track OTC medications.
  • Receive, prepare and administer Chrysalis student medications, coordinate with the Program Director on issues pertinent to medication and health issues for students and faculty.
  • Safe guard and lock away all medications.
  • First Aid for students as needed (per policies); monitor kit at front desk.
  • At the end of each school year or day program, send home all medications. Parents are to sign that they’ve received their child’s medication.
• Coordination:
  • Coordination of Camp For All (spreadsheet, schedule, coordination with CFA for dates/activities/number of students and faculty, preparing medications)
  • Coordinating incoming student’s information (all required forms, carpool cards, email groups, etc.). This must be completed prior to student beginning school.
  • Receive master schedule from Therapy Services at the end of each week and email appointment reminders on Friday to each parent and client marked to receive reminders.
  • If requested, you will purchase supplies and equipment as needed for classrooms while keeping track of the budget for the Chrysalis and Caterpillar Center Programs.
  • Send information of Publicity Objections to HR/Office Manager as soon as received.
  • Call and place substitutes on short notice for teacher coverage, initiated by Therapeutic Lead/Coaches and Program Director.
  • Fire Drills (support and wing clear); roll call.
  • Prepare forms for trips to Camp for All to be sent home to parents, receive forms back and organize forms and medications necessary for trips to camp. Make bus reservations when required for trips. Provide the CFO with the student roster two weeks in advance for billing purposes.
  • Maintain a current pool of available substitutes; work with HR.
• Therapy Billing:
  • Act as secretary/receptionist for the Therapy services clients, including collecting and logging payments when services are provided.
  • Prepare insurance statements at the end of each month.
  • Make sure that monthly spreadsheet of services is accurate, complete and submitted to the business office by the 5^th of the following month.
  • Timely attention to all billing matters is critical.
• Assist with communications to various ISD’s as directed by the program director
• Assist with creating, maintaining student transcripts, graduation pathways, and graduation plans as directed by the program director
• Assist with printing various school documents such as report cards, progress reports, etc. within timelines as directed by the program director
• As directed by program director, assist with parent communications
• Perform duties regarding billing and communications with various insurance companies along with scheduling for Caterpillar Center
• Performs other duties as assigned.

• Highly organized with excellent attention to detail and strong written/verbal communication skills.
• Highly skilled in Microsoft Office (Word, Excel & PowerPoint) and Outlook.
• Exhibit ethical behavior and confidentiality.
• Proven skill in delivering exceptional customer service.

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.