Supervisor of Administrative Services chez William Penn School District

District Summary: The William Penn School District is located in Southeastern Delaware County and serves approximately 5,000 students who reside in Aldan, Colwyn, Darby, East Lansdowne, Lansdowne, and Yeadon Boroughs. We share a collective vision to educate, nurture and empower all students to become career and/or college ready.

Position Summary: The Supervisor of Administrative Services is responsible for managing the daily operations of the Superintendent’s office and coordinating district leadership activities. This role serves as the primary communicator between the Superintendent and cabinet leadership, ensuring seamless operations and effective communication across the district while managing high level projects and supporting the districts strategic goals. The Supervisor of Administrative Services is also responsible for providing support to all central offices by absorbing short-term and/or long term task that are vacated due to vacancies or staffing contractions/elimination due to budget constraints.

Key Responsibilities & Essential Duties:

• Oversee day-to-day operations of the Superintendent’s office, ensuring smooth execution of all administrative tasks including but not limited to communications
• Ensure efficient scheduling and preparation for the Superintendent’s meetings and events
• Manage logistics for district meetings, including monthly Principals’ meetings and meetings with the Board of School Directors related to the Superintendent’s Office
• Coordinate reports,  mailings,  and  other  administrative  tasks  assigned  by  the Superintendent
• Serve as the main point of contact between the Superintendent and cabinet leadership, ensuring effective communication and alignment across all district departments
• Facilitate the flow of information between the Superintendent’s office and district leadership, ensuring timely responses to issues and initiatives
• Manage and monitor key district projects, ensuring they align with district objectives
• Support the Superintendent in setting strategic priorities and tracking progress on district initiatives
• Assist with data collection, performance tracking, and reporting on the district’s key initiatives

Benefits Administration Specialty

• Oversee benefits administration for all employee groups across the district, including medical, dental, vision, life, long-term disability, worker’s compensation and flexible spending accounts (FSAs).
• Coordinate daily  benefits.    Manage  enrollments,  COBRA,  terminations, changes, beneficiaries, disability, and rollovers.
• Oversee maintenance of employee benefit files, maintain group benefits database and update employee payroll records
• Manage the District’s open enrollment process
• Maintain medical premium deductions and adjustments in HRIS
• Develop and maintain tracking system for retiree medical premium payments and prepare bank deposits
• Create benefits reports for annual budget, as well as federal and state accountability
• Provide customer service support to employees
• Serve as the primary point of contact for vendors and third-party administrators
• Develop and administer the District’s extended leave process from employee request through employee return to work, including FMLA, maternity leave, paternity leave, military leave and sabbatical leave, as well as workers’ compensation and disability claims
• Gather and complete all required extended leave paperwork, determine leave eligibility, determine if leave qualifies for FMLA, request medical certification as needed, and account for intermittent and reduced schedule leave use
• Manage accommodations process
• Oversee the return-to-work process for employees returning from extended leave
• Maintains complete and accurate records of leave and accommodation requests in accordance with specified legal requirements and documentation of best practices
• Other duties as assigned

Knowledge, Skills & Abilities:

• Knowledge/awareness of own cultural identity and how this influences behavior, and desire to learn about the cultural identity ofothers
• Ability to establish and nurture an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the District
• Ability to understand and hold self and others accountable for promoting and attaining the goals as outlined in Focus Forward and Beyond
• Ability to recognize that each person is a unique individual even as we celebrate their group cultural heritage
• Work style that yields high results when working independently or as part of a team
• Ability to prioritize multiple projects and effectively handle competing demands and deadlines
• Ability to foster effective relationships with District staff, schools, and external partners
• Ability to manage vendors to ensure they adhere to established plans, deliver targeted results and meet agreed upon service levels
• Excellent verbal and written communication skills
• Attention to detail
• Ability to multi-task without compromising integrity or fidelity
• Ability to acknowledge challenges, persevere and solve problems
• High degree of integrity in handling confidential information
• Proficiency with Microsoft Office products, Google Suite and/or Project Management Software (e.g., Excel, Word, Outlook, PowerPoint).

Required Qualifications:

• Master’s degree from an accredited college or university required
• Experience leading projects of a complex nature from beginning to end including planning, developing, coordinating and status reporting
• Eligible for a Pennsylvania driver's license at time of hire
• Minimum of 3 years of experience in executive-level administrative support in a school district setting
• Strong understanding of organizational operations, particularly within a K-12 school district or public sector environment
• Demonstrated ability to analyze complex situations and develop practical solutions
• Prior experience working in a public education or government environment
• Understanding of payroll processes and procedures, especially related to onboarding/offboarding, benefits deductions, and time tracking
• Experience supporting payroll through accurate data management and communication with HR/payroll systems
• Professional certification preferred; If not obtained, must begin program within 6 months of hire

Level of Compensation: Commensurate with experience and organizational structures

Working Conditions & Physical Requirements: 

• Work scheduled hours on a consistent No remote work available.
• Indoor office environment is subject to frequent
• Pushing, moving and lifting objects with a strength factor of light
• Dexterity of hands and fingers to operate a variety of standard office
• Clarity of vision at varying
• Verbal, auditory and written capabilities to effectively communicate in an articulate
• Sitting and standing for extended periods of
• Frequent sitting, standing and
• Reaching overhead, above the shoulders and horizontally to retrieve and store files and
• Lifting objects with a strength factor of light
• Occasional bending, reaching and
• Occasional kneeling, crouching and
• Occasional pulling,

Disclaimer: The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the scope of responsibility and the level of knowledge and skills typically required but should not be considered an all-inclusive listing of work requirements, skills or duties so classified. All personnel may be required to perform duties outside their normal responsibilities from time to time as needed.

All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability or veteran status.

Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include, and are not intended to include, every possible activity and task performed by every specific employee.