Hybrid Administrative Assistant/ Receptionist bei Solterra Academy

Description

Solterra Academy provides comprehensive special education for students aged 5 to 22 requiring intensive intervention due to severe emotional, behavioral, cognitive, developmental, and/or learning challenges. We believe in fostering an environment that is supportive, developmentally appropriate, and tailored to specific individual needs. Our dedication lies in the cooperative, self-motivated, adjusted, and academically accomplished development of each child.

Are you highly organized, detail-oriented, and passionate about supporting a mission-driven educational team? Solterra Academy is seeking a Full-Time Administrative Assistant/Receptionist who will be the first point of contact for visitors and play a key role in supporting our school’s operations. This position blends reception duties, administrative support, scheduling, and records management in a fast-paced, collaborative environment.

Schedule: Monday to Friday, 6:30 AM - 3:00 PM 

Hourly Rate: $20.00+

PPT Scheduling & Coordination

• Plan, schedule, and coordinate Annual, Triennial, and Program Review PPT meetings in collaboration with school districts and internal staff.
• Ensure meetings are scheduled when all team members are available.
• Send calendar invites with all necessary details, including location or virtual meeting links.
• Maintain and distribute a weekly updated PPT schedule to all staff.

Front Desk & Reception Duties

• Greet and screen visitors to maintain school security.
• Collaborate with HR, Admissions, and the Assessment Center to welcome and direct guests.
• Coordinate vocational student coverage for lunch breaks.
• Accept deliveries and notify recipients promptly.
• Provide teacher candidates with materials as needed.
• Maintain and purge archived records according to retention guidelines.

Documentation, IEPs & Correspondence

• Prepare and distribute Annual Reports, Evaluations, Behavior Intervention Plans, and other PPT documentation to appropriate stakeholders.
• Create and send suspension, truancy, and attendance/residency letters as requested.
• Mail report cards and IEP progress reports for assigned classrooms.
• Enter required data into CTSEDS and maintain accurate records.

Records Management

• Keep student databases updated with current information and reports.
• Maintain and organize hard copy and electronic student files.
• Archive exited student files according to policy.

Data Tracking & Reporting

• Accurately enter meeting notes, service hours, Medicaid documentation, and behavioral data.
• Serve as backup for restraint/seclusion data entry when needed.

Communication & Teamwork

• Interact with students, families, and coworkers with cultural sensitivity and professionalism.
• Use restorative and respectful communication to resolve issues.
• Collaborate with team members and respond constructively to feedback.

Timeliness & Professional Standards

• Meet deadlines for scheduling, reporting, and correspondence.
• Respond promptly to emails and maintain reliable attendance and punctuality.

Requirements

• High School diploma or GED required; Associates degree or Bachelor’s degree preferred
• 2-3 years’ experience directly related to duties as described above
• Strong knowledge of Microsoft Office Word, Outlook, and Excel required 
• Knowledge regarding special education and IEPs preferred