Admissions and Special Projects Coordinator

• PHMC is proud to be a leader in public health. PHMC requires that all employees are fully COVID-19 vaccinated by the first day of employment. We will offer the Covid-19 vaccination at no cost, via our Health Centers.

RESPONSIBILITIES:

• Welcomes new clients to the admissions process.

• Manages all student documents from referral, admissions, enrollment, and disenrollment, updates student information and school records in all systems.

• Manages clerical functions for the enrollment and withdrawal of students in all education programs and updates client information in all systems.

• Serves as a super-administrator of student data programs across all schools.

• Manages calendars, appointment setting, travel plans for the Director of Admissions and Executive Director.

• Serves as the program-level hiring manager for all education programs, ensuring the onboarding and credentialing process of certified and noncertified staff as part of Pennsylvania Department of Education (PDE) requirements.

• Manages timecards for accurate reporting to Fiscal, Payroll, and Human Resources.

• Manages data systems, reports, uploads, and communications as directed.

• Coordinates and provides administrative and clerical assistance and support to the Director of Admissions and Executive Director.

• Coordinates and monitors the inventory, maintenance, and proper functioning of office equipment in school programs.

• Establishes effective working relationships with school staff, administrators, and PHMC leaders.

• Provide administrative support as directed to school administrators for assigned projects and events.

• Welcomes and manages entrance and exit of school visitors, answers phone and performs responsibilities as assigned.

SKILLS:

• Excellent interpersonal and communication skills

• Excellent written and verbal communication skills with diverse populations.

• Excellent ability in time management, organizing resources and establishing priorities.

• Excellent computer skills in all Microsoft office applications

• Excellent ability to effectively manage confidential issues

• Demonstrated ability to manage projects to completion.

• Demonstrated ability to manage multiple tasks, multi-task and prioritize

• Demonstrated ability to work independently

• Self-motivated and detail oriented.

PERFORMANCE REQUIREMENTS:

• Creates a warm, welcoming experience for all families and partnering LEAs representing excellent customer service for potential clients.

• Manages admissions referral documents and assists with the timely notification of enrollment and disenrollment of all students.

• Manages accurate contact lists for referrals, business agents, parents, and employees.

• Manages the APSEM system for APS grant and assists LEAs with documentation requirements as directed by PDE.

• Monitors monthly enrollment reports for all educational programs.

• Manages the calendar and schedules for the Admissions and Executive Directors.

• Serves as hiring manager for the schools; PHMC onboarding processes, credentialing, and documents in collaboration with the HR business partner.

• Manages logistics for inventorying and assigning staff keys, technology, and other equipment essential for staff to perform job functions.

• Provides support to school employees for technology issues, HR functions, and other needs to ensure school staff can work efficiently.

• Ensures the operation of office equipment for all schools, schedules maintenance.

• Assists the Executive Director with confidential information for school license applications.

• Manages all student data in PowerSchool and Credible, and other programs as directed.

• Ensures timely and correct processing of PRFs and PAFs

• Manages timecards and accurate completion for assigned educational programs according to PHMC scheduling requirements

• Manages PDE data systems (PIMS, PNPE, etc.) and reports as mandated.

• Fields communication with school districts, parents, mental health providers, external vendors and responds promptly to the concerns and interests of the school community.

• Ensures program events and functions are well coordinated and executed.

• Models traits of a responsible team member, executing job responsibilities, open communication, timely follow through; supports team members to do the same.

• Complies with all PHMC policies and procedures.

EXPERIENCE:

Five years of professional experience in a school setting or related administrative experience working with challenging youth and their families; including three years’ experience in a special education or mental health care setting. Two years’ professional experience managing admissions documents or other comparable experience.

EDUCATION REQUIRED

High School Diploma. Degree preferred (Bachelor or Associate) with emphasis on office management, human resources, or related field.

SALARY

Competitive salary based on experience.