Secretary - Learning and Leadership Solutions (LLS)

Chester County Intermediate Unit; Downingtown (Chester County); On-site; USD 31,000 - 41,000; Full time

Job summary

The Chester County Intermediate Unit (CCIU) is seeking a Secretary for the Learning and Leadership Solutions division, based at the Educational Service Center in Downingtown, PA. The role supports professional learning programs, events, and division initiatives, providing high-level administrative and operational support.

Ideal candidates will have a high school diploma (associate degree preferred), 2+ years of secretarial experience, and clearances.

Qualifications

• High school diploma or equivalent required; Associate degree preferred, with a bachelor's degree or college coursework in education, business, administration or a related area desirable.
• Minimum two (2) years' experience in secretarial or administrative support required; experience supporting professional learning, events, education, program coordination, or project work preferred.
• Valid Pennsylvania Driver License preferred.
• Current child abuse, criminal, and FBI clearances required.
• Clearance as an MA provider by the Commonwealth of Pennsylvania and federal government, conducted by CCIU upon hire.

Responsibilities

• Support the planning and implementation of professional learning programs, conferences, summits, symposiums, special events, partnerships, and division initiatives.
• Coordinate event communications with facilitators, venues and caterers related to materials, catering, technology, and room setup requests.
• Serve as a primary point of contact for participants, presenters, vendors, partners, administrators, supervisors, school districts, and other departments, supporting collaborative and responsive customer service.
• Create and distribute event communications, confirmations, reminders, follow-up materials, agendas, meeting materials, presentations, and resource documents.
• Process invoices, purchase orders, contracts, registrations, payments, and other program-related financial documentation; support budget management and monitor fiscal activity as assigned.
• Maintain program databases, records, reporting tools, confidential documents, and organized electronic and program files.
• Provide on-site event support, including sign-in, participant assistance, troubleshooting, materials distribution, and coordination with presenters and colleagues.
• Support efficient day-to-day program operations, including scheduling, document preparation, information processing, and coordination of varying projects, tasks, and customer needs.
• Use Microsoft Office, Teams, SharePoint, databases, project management tools, AI platforms and other digital platforms to create, organize, process, maintain, and communicate information.
• Safeguard confidential and sensitive information and maintain appropriate records and filing systems.
• Assist with process improvement, operational efficiency, and the implementation of technology or digital solutions that strengthen programs delivery and customer experience.
• Perform other duties as assigned/needed in support of Learning and Leadership Solutions programs, projects, operations, and continual improvement.

Skills

Administrative support

Customer service

Event coordination

Education

High school diploma or equivalent

Associate degree preferred

Bachelor’s degree or college coursework in education, business, administration or related area desirable

Tools

Microsoft Office

Teams

SharePoint

Databases

Project management tools

AI platforms

Job description

The Chester County Intermediate Unit (CCIU) currently has a vacancy for a Secretary within our Learning and Leadership Solutions division. This position is based out of our Educational Service Center in Downingtown, Pennsylvania.

The CCIU is a dynamic educational service agency providing quality, innovative and cost-effective programs and services to enhance the lives of learners, educators and members of our communities.

The CCIU provides services to the 12 school districts in Chester County. This includes services to nearly 86,000 public and non-public school students and over 6,000 educators. The Chester County Intermediate Unit is one of 29 regional educational agencies established by law in Pennsylvania in 1971. Working between the Pennsylvania State Department of Education and the local school districts, the Intermediate Unit's mission is to provide services that can be offered most economically at the regional level.

Are you motivated to create brighter futures for students, families, and the entire community? If so, we want you on Team CCIU! At the CCIU, we pride ourselves on the creativity, dedication, and collaborative spirit that our employees bring to their work every day, and we know that achieving success together takes a team approach!

We strive to hire exceptional, motivated, and passionate individuals that help us achieve our vision of acting as educational leaders who contribute to a better Chester County and beyond.

Quick Facts

Location: Educational Service Center (ESC) at 455 Boot Road, Downingtown, PA

Benefits Eligible: Yes

Anticipated start date:Conclusion of hiring process

Schedule: Monday - Friday, 260 days per year (12-month)

Work Hours: 8 AM - 4 PM (includes 30 minute unpaid lunch)

FLSA Status: Non-exempt

Salaried or Hourly: Hourly

Summary Of Position

The Learning and Leadership Solutions Secretary provides operational, administrative, logistical, financial, and customer service support for professional learning programs, conferences, events, partnerships, and division initiatives. The position coordinates program logistics, manages communications, maintains records, supports financial processes, and helps ensure an exceptional customer experience for participants, presenters, vendors, and partners. The role serves as a high-level administrative and operational support position focused on program support, customer service, event logistics, communications, financial processing, records management, and the successful delivery of professional learning opportunities.

Qualifications

• Education and Experience
  • High school diploma or equivalent required; Associate degree preferred, with a bachelor's degree or college coursework in education, business, administration or a related area desirable.
  • Minimum two (2) years' experience in secretarial or administrative support required; experience supporting professional learning, events, education, program coordination, or project work preferred.
• Other Requirements
  • Valid Pennsylvania Driver License preferred.
  • Current child abuse, criminal, and FBI clearances required.
  • Clearance as an MA provider by the Commonwealth of Pennsylvania and federal government, conducted by CCIU upon hire.

Essential Responsibilities

• Support the planning and implementation of professional learning programs, conferences, summits, symposiums, special events, partnerships, and division initiatives.
• Coordinate event communications with facilitators, venues and caterers related to materials, catering, technology, and room setup requests.
• Serve as a primary point of contact for participants, presenters, vendors, partners, administrators, supervisors, school districts, and other departments, supporting collaborative and responsive customer service.
• Create and distribute event communications, confirmations, reminders, follow-up materials, agendas, meeting materials, presentations, and resource documents.
• Process invoices, purchase orders, contracts, registrations, payments, and other program-related financial documentation; support budget management and monitor fiscal activity as assigned.
• Maintain program databases, records, reporting tools, confidential documents, and organized electronic and program files.
• Provide on-site event support, including sign-in, participant assistance, troubleshooting, materials distribution, and coordination with presenters and colleagues.
• Support efficient day-to-day program operations, including scheduling, document preparation, information processing, and coordination of varying projects, tasks, and customer needs.
• Use Microsoft Office, Teams, SharePoint, databases, project management tools, AI platforms and other digital platforms to create, organize, process, maintain, and communicate information.
• Safeguard confidential and sensitive information and maintain appropriate records and filing systems.
• Assist with process improvement, operational efficiency, and the implementation of technology or digital solutions that strengthen programs delivery and customer experience.
• Perform other duties as assigned/needed in support of Learning and Leadership Solutions programs, projects, operations, and continual improvement.

Hourly Rate

Support, Level 10, Non-exempt

$22.50 - $29.82 /hour, based on experience in a similar position

SD

Equal Opportunity Employer

Chester County Intermediate Unit is an Equal Opportunity Employer. Chester County Intermediate Unit ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Chester County Intermediate Unit has a policy of active recruitment of qualified minority teachers and non-certified employees. Any individual needing assistance in making application for any opening should contact the Department of Human Resources at 484-237-5085.