Program Assistant

The Monarch School and Institute; Houston (TX); On-site; USD 38,000 - 46,000; Full time

Job summary

The Monarch School and Institute in Houston seeks a Program Assistant to support all programs in the assigned building, manage calendars, liaise with parents, and handle the front desk while ensuring safety measures are followed.

The role requires strong organizational skills, teamwork, and multi‑tasking, with discretion and confidentiality. Experience with RenWeb and Microsoft Office is preferred to ensure smooth daily operations.

Qualifications

• Minimum B.A. degree preferably in social sciences or business.
• High level proficiency in Outlook, PowerPoint, Excel, and other Microsoft Office modules.
• Ability to learn and navigate new software packages, including the RenWeb platform.

Responsibilities

• Extends a gracious welcome to visitors entering the building.
• Ensure all visitors check in at the Monarch Center, receive a name tag, and drop off items.
• Collaborates with the Monarch Center receptionist for supplies or food pickups.
• Ensures all employees sign in with Raptor upon daily arrival.
• Answers incoming calls and transfers or forwards to voicemail as needed.
• Exercise discretion and confidentiality regarding information about school families and staff.
• Maintains a neat, professional office and organizes materials.
• Becomes knowledgeable about all Monarch programs to serve as an ambassador.
• Provides weekly status reports to Program Leaders on the program space and maintenance needs.
• Supports daily program functioning including Therapy Services, student schedules, attendance, and events.
• Maintains attendance and records in RenWeb; coordinates with staff for transcripts and enrollment records.
• Creates activity logs and maintains rosters and contacts for coordination with parents and professionals.
• Receives and stores medications securely and coordinates with leaders on administration.
• Performs other duties as assigned.

Skills

Highly organized

Excellent written and verbal comms

Confidentiality

Customer service

Education

Bachelor's degree

Tools

RenWeb

Job description

Job Description

The Monarch School and Institute provides an innovative, therapeutic education for individuals with neurological differences such as autism spectrum disorder, attention deficit hyperactivity disorder, learning disabilities, Tourette syndrome, mood disorders, anxiety disorders, traumatic brain injury, and seizure disorders. We offer a learner‑centered approach that helps students progress in four core goal areas.

The Program Assistant for The Monarch School serves all programs in the assigned building and assists the program directors. The program assistant is a key member of the faculty by maintaining program calendars, acting as liaison to parents, and managing the front desk while ensuring all safety measures are implemented. The individual must be efficient, comfortable working as a team member, and able to multi‑task while maintaining complex schedules and providing administrative support. Resourcefulness, problem‑solving, and organization skills are essential, as is steady completion of the workload in a timely manner.

Reports to

The assigned program leader.

Requirements

• Minimum B.A. degree preferably in social sciences or business.
• High level proficiency in Outlook, PowerPoint, Excel, and other Microsoft Office modules.
• Ability to learn and navigate new software packages, including the RenWeb platform.

Expectations

• Extends a gracious welcome to visitors entering the building.
• Ensures all visitors, including deliveries of supplies, food, etc., check in at the Monarch Center with Raptor, receive a name tag, and drop off items.
• Collaborates with the Monarch Center receptionist when supplies or food need to be picked up.
• Ensures all employees assigned to the program sign in with Raptor upon daily arrival.
• Answers all incoming phone calls and transfers calls or sends to voicemail as needed.
• Exercise discretion and confidentiality regarding information about school families and faculty members.
• Establishes and maintains a neat and professional school office and organizes all office materials.
• Becomes knowledgeable about the whole scope of Monarch programs to serve as an excellent ambassador.
• Provides weekly status reports to Program Leaders on the physical state of the program space, impacting visitor perception; serves as the direct contact for maintenance support personnel.
• Communicates to faculty what they need to do to maintain the environment.
• Supports the daily functioning of the Program including Therapy Services and Therapeutic Team, student schedules, attendance, logistics for community events, quarterly reports, point of entry events, field trips, intersession activities, parent meetings, etc.
• Ensures accurate attendance of all students in the program, maintained in RenWeb, noted on report cards, and submitted to the Institute Administrative Assistant per the Program Leaders’ direction. Attendance, absences, late arrivals, and early pickups are recorded. Data is shared with the designated Assistant to prepare the permanent record / transcript for graduation.
• Creates a spreadsheet logging all extracurricular activities per student and contacts parents for participation confirmation.
• Takes daily attendance of faculty and may support securing substitutes or schedule coverage when substitutes are not available.
• Maintains the various rosters and Outlook contacts & programs for coordination and communication with parents and other professionals.
• Receives medication from families, stores it in a double‑locked cabinet, and administers medications. Coordinates with Program Leaders and the school psychologist / members of the coach team on medication administration. Ensures medications are not expired and sends all medication home to parents at year‑end, handing it directly to the parent.
• Prepares medication for day and overnight trips.
• Maintains a first aid kit.
• Receives and confirms enrollment forms are submitted and complete upon enrollment and re‑enrollment; receives and files student registration and health records. Organizes printed forms by program; works with parents to keep the information updated and notifies program leaders.
• Monitors childhood vaccination requirements in the enrollment package. Maintains accurate records of all vaccinations, submits to the Institute Administrative Assistant and the state health department annually.
• Ensures the Publicity Objections list is current and communicated to all faculty. Sends information to the Institute Administrative Assistant as soon as received.
• Sends copies of the Transportation Form to Facilities Manager.
• Participates in a leadership capacity regarding all safety drills.
• Help coordinate the Program Leader’s calendar with all affected community members.
• Researches and maintains ongoing statistical information and assists in creating reports and presentations as needed by the Program Leader.
• Aids the program’s multi‑disciplinary team.
• Inventories supplies and places orders for approved building, learner supplies not purchased through Life Academy.
• Remains alert for details requiring attention and proactively attends to them.
• Promotes the institute’s mission by modeling respect for everyone.
• Assists with special traditions for all grade levels.
• Supports and coordinates all student and faculty schedules.
• Serves as Registrar, maintains student schedules, transcripts, verification of enrollment, etc.
• Organizes and supports the Program Leader with logistics, security, achievement testing, college entrance testing, record keeping of PSAT/SAT scores, ordering testing materials; works with the therapeutic team on modifications or accommodations a student may qualify for before assessments.
• Assists Program Leader with college scholarships.
• Performs other duties as assigned.

Skills

• Highly organized with excellent attention to detail and strong written and verbal communication skills.
• Highly skilled in Microsoft Office (SharePoint, Word, PowerPoint, Excel, Outlook); proficiency in RenWeb is critical.
• Exhibits ethical behavior and confidentiality.
• Proven skill in delivering exceptional customer service.

Working Conditions

Working conditions include a wide variety of challenges, deadlines, and the need to perform well under pressure, think logically, remain calm, and solve problems. The position can be emotionally rewarding but also stressful at times. The candidate must be able to lift up to 40 pounds, stand, kneel, stoop, bend frequently, and maintain consistent and timely attendance. The environment is highly professional, confidential, and friendly.