Administrative Coordinator

Professional Administrative Team Members (PAT) provide an important coordination and administrative role within the Mill School program and report directly to the Program Director. The PAT is responsible for the efficient completion of intake and initial screening tasks, managing referrals for assistance, providing staff with basic information to facilitate intakes and screening, and for communicating with new referrals and for active students. The PAT is also responsible for coordinating student transportation with school districts and transportation venders. In addition, the PAT is responsible for maintaining student files, input of comprehensive student data and maintenance of Excel spreadsheets, and for other administrative duties as requested by the Program Director.

Specific Expectations of the PAT:

• Answering/transferring phone calls, taking messages, assuring that all messages or requests for information are addressed in a timely manner;
• Conduct initial telephone queries and collect/enter participant demographic information electronically;
• Skilled word processing and competence in the use of Microsoft Office and the organizational email system;
• Skilled data input and competence in the use of Microsoft Excel;
• Scheduling initial visits and intake assessments;
• Assuring that all students are aware of the school schedule and the specific activities that they are committed to attend;
• Electronic communication with community partners related to individual student progress, attendance and participation, and for billing;
• Filing student documentation in an efficient manner, organizing student files, tracking other documentation related to school participation;
• Sorting mail;
• File maintenance to assure compliance with all regulatory requirements;
• Assisting and supporting teachers, clinicians, and management staff as needed;
• Tend to student needs at the front office area;
• Collection and processing of student billing with local school districts;
• Entering and maintaining all billing information;
• Maintaining master schedules;
• Collection of data for daily, weekly, monthly and annual reporting;
• Maintaining all admission and discharge information both on site and electronically;
• Perform and work on special projects only under the direction of the Director or designee.
• Other administrative duties as needed;
• KEEPING AND MAINTAINING A SENSE OF HUMOR!

Qualifications
Proficient in Microsoft Office suite, including Word, Excel, and Outlook
Strong data entry skills with attention to detail
Previous experience in administrative roles, demonstrating organizational and time management abilities
Excellent customer service skills, with a professional phone etiquette
Familiarity with office management tasks such as calendar management and front desk operations
Ability to handle multiple tasks simultaneously and prioritize workload effectively
Knowledge of basic clerical duties such as filing and typing
Quick learner with the ability to adapt to new software and tools quickly
Prior experience in a school office setting or with QuickBooks is a plus

Job Type: Full-time

Pay: $49,255.00 - $50,668.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Winooski, VT 05404: Relocate before starting work (Preferred)

Work Location: In person