Administrative Assistant

JOB TITLE:  Administrative Assistant                   REPORTS TO: LSL Program Coordinator

STATUS: Full-Time                                                  LOCATION: Indiana Campus

Summary:                 

For nearly two centuries, St. Joseph Institute for the Deaf (SJI) has delivered exceptional listening and spoken language solutions for children with hearing loss, reflecting the charism of the Sisters of St Joseph of Carondelet.

Essential Duties and Responsibilities:

Administrative

  • Creates and fosters a welcoming, helpful, and organized office environment aligned with the mission and values of SJI while maintaining a professional demeanor.
  • Answers and directs calls and emails, delivering messages or responding in a timely manner.
  • Maintains accurate records for students, including attendance, enrollment, and other information
  • Coordinates faculty meetings, schedules case conferences, and arranges parent meetings.
  • Provides clear and timely communication to parents, school district administration, and transportation departments regarding scheduled staff days, holidays, and the start and end of the school year.
  • Monitors, orders, and distributes office supplies, assessment materials, and school snacks.
  • Prepares letters, memoranda, records, reports and other documents from drafts or other sources
  • Manages employee enrollment in iLead and monitors annual staff training compliance.  
  • Organizes staff appreciation activities under leadership including card signing, showers, luncheons, and other special activities.
  • Assists in planning and executing special school events in collaboration with LSL Coordinator and SJI Parent-Teacher Organization.
  • Coordinates field trips and special activities.
  • Manages internal and external mail procedures and distributes mail daily.
  • Work proficiently with Microsoft 365 products.
  • Upholds the professional, moral, and ethical standards of the organization. Actively supports the mission and values of SJI.

Operations

  • Respects and maintains the privacy of employees among visitors, callers, and other employees.
  • Understands HIPAA and FERPA regulations, enforcing privacy practices when necessary.
  • Maintain highest level of confidentiality of student and family information by not disclosing sensitive information and controlling visibility of digital and paper records.
  • Monitors the front office, parking lot, and other areas for safety risks. Screens all visitors and follows SJI safety procedures.
  • Manages facility maintenance schedule and serves as the primary contact for SJI facility vendors.
  • Creates and maintains building maintenance request procedures and completes minor facility maintenance as needed.
  • Schedules and facilitates emergency drills, maintaining all required documentation.
  • Under the supervision of the LSL Program Coordinator and other administration, maintains all FSSA childcare compliance documentation, including Paths to Quality accreditation materials.
  • Functions as IT liaison to Indiana program staff, providing guidance for minor IT issues when appropriate.
  • Performs other duties related to Indiana operations as assigned.

Education, Training, Skills, and Experience

  • Minimum of an Associate’s degree.
  • Two or more years of experience in customer service preferred.
  • Outstanding written and verbal communication skills.
  • Well-organized with excellent interpersonal skills.
  • Self-starter with the ability to work independently
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