Administrative Assistant - Learning Center

Chileda Institute Inc; Menasha (WI); On-site; USD 36,000 - 48,000; Full time

Job summary

Chileda Learning Center is seeking an Administrative Assistant to create a welcoming, professional experience for students, staff, and guests. You will greet and direct visitors and manage a wide range of administrative tasks to support daily operations.

Responsibilities include maintaining the lobby, handling mail and reports, coordinating meetings, and managing student records. The role requires strong communication, organizational skills, and integrity in handling confidential information.

Qualifications

• High school diploma or equivalent.
• Proficient in Microsoft Office Suite and standard office equipment.
• Excellent interpersonal, written, and verbal communication skills.
• Outstanding organizational skills and attention to detail in a fast-paced environment.
• High level of integrity in handling sensitive information.
• Must have a valid driver''s license with the ability to become an approved driver.
• Prior experience working with individuals with developmental disabilities is preferred.

Responsibilities

• Manage the lobby area, keeping a clean, welcoming reception and answer calls professionally.
• Greet and direct all visitors, including parents, clients, drivers, vendors, and job candidates.
• Handle mailing, postage, and monthly reports to Finance Office; maintain cost centers and daily mail flow.
• Assist with meetings: set up rooms, coordinate, and send certified mail.
• Maintain student records and communications with families, social workers, and school reps.
• Ensure visitor sign-in/out and security procedures are followed.
• Communicate transportation arrivals/departures; liaise with drivers/transportation companies.
• Respond to requests for student records from districts and social services within required timeframes.
• Complete weekly/monthly inventories; stock classroom/office supplies; prepare inventory sheets.
• Prepare purchase orders, order supplies, track purchases, and collaborate with staff on stocking.

Skills

MS Office

Interpersonal communication

Organizational skills

Integrity

Driver's license

Developmental disabilities experience

Education

High school diploma or equivalent

Job description

Chileda's mission is to improve the quality of life for individuals with cognitive and behavior challenges. Chileda's goal is to help students increase their appropriate social behaviors and develop independent living skills, through an enriched learning environment and individualized behavior programming. Chileda's population includes children and young adults with special needs including Autism, Attachment Challenges, related developmental delays, and intensive behavioral needs.

SUMMARY:

The Administrative Assistant is responsible for creating a welcoming and professional experience for all students, staff, and guests who enter Chileda. This position will be responsible for greeting and directing visitors and managing a wide variety of administrative tasks to support the successful operations of Chileda Learning Center.

REQUIRED EDUCATION & EXPERIENCE:

• Must possess a high school diploma or equivalent.
• Must be proficient in PC skills, including Microsoft Office Suite and standard office equipment.
• Excellent interpersonal, written, and verbal communication skills.
• Outstanding organizational skills and attention to detail with the ability to work in a fast-paced environment.
• High level of integrity in dealing with sensitive and confidential information.
• Must have a valid driver's license with the ability to become an approved driver successfully.
• Prior experience working with individuals with developmental disabilities is preferred.

GENERAL HOURS OF DUTY:

This is a full-time position, 40 hours per week, Monday through Friday, 8 AM - 4 PM.

REPORTS TO:

Principal

JOB DUTIES:

• Manage the lobby area, including maintain a clean and welcoming reception area and answering phones and transferring calls in a courteous and professional manner
• Respectfully greet and direct all visitors, including parents of students, clients, drivers, vendors, job
  candidates, and other guests.
• Maintaining the postage, creating reports and sending them to the Finance Office monthly, mailing all
  outgoing mail, ensuring correct cost center, and distributing mail daily.
• Assist with setting up meetings, coordinating meeting rooms, and sending certified mail.
• Maintain student records, including email and address lists of families, social workers, and school
  representatives, and assist staff with sending out correspondences to these individuals as needed.
• Ensures completion of sign‑in and sign‑out paperwork for visitors and follows security procedures.
• Communicate student transportation arrival and departures. General communication with drivers and
  transportation companies about changes and problems.
• Respond to requests for student records from School Districts, Social Workers, Social Security, etc.,
  including gathering and sending requested information within the designated time frame.
• Complete weekly and monthly inventories, including counting classroom and office supplies,
  completing inventory sheets, and stocking inventory supplies.
• Preparing Purchase Orders for expenses, ordering supplies and products, and tracking purchases.
• Collaborate closely with internal peers and leaders to ensure supplies are adequately stocked.
• Ensure snack items, including Special Diet foods are appropriately stocked and in their designated areas.
• Manage special order requests and pick‑ups for requested items.
• Manage administrative office equipment (printer, copier, scanner, shredding machine, etc.) and
  troubleshoot possible issues.
• Deliver invoices and billing correspondences to the Chileda finance department.
• Other duties as directed.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the Job Duties of this position. Must have ability to hear and communicate with persons in person and over the phone. Position involves implementing all aspects of Nonviolent Physical Crisis Intervention (CPI) including blocking, grab releases, physical transport, and physical restraint. Must be able to talk and hear to communicate with and exchange information with co‑workers. Employee must be able to perform all essential functions without direct risk of harm to others or themselves. Please see Essential Functions document for specific position physical demands.

WORK ENVIRONMENT:

Work is generally performed at the reception desk, and throughout the office area of Chileda.

DISCLAIMER:

The statements of this Job Description are intended to describe the general nature of the work being performed and are not assumed to be a complete list of tasks. This Job Description does not establish a contract and are subject to change at Chileda's discretion at any time. Employment at Chileda is at-will. Employment at-will means that Chileda may terminate or change the status or your employment at any time, with or without reason, and with or without notice.