Program Assistant

Overview

The Monarch School and Institute provides an innovative, therapeutic education for individuals with neurological differences—such as autism spectrum disorder, ADHD, 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 supports all programs in the assigned building and assists the program directors. This role maintains program calendars, serves as a liaison to parents, manages the front desk, ensures safety measures are implemented, and supports the administrative and coordination needs of the program. The person must be efficient, a team player, able to multi-task, and capable of handling complex schedules and administrative tasks.

Strong resourcefulness, problem solving, and organization skills are essential. Timely completion of workload is critical to success.

• Extend a gracious welcome to visitors and ensure check-in procedures (sign-in, name tag, drop-off items).
• Collaborate with the Monarch Center receptionist for supplies and meals; manage sign-in for staff and students via systems as directed.
• Answer incoming calls, route messages, and maintain confidentiality regarding school families and faculty.
• Maintain a neat, professional office and organized materials; become knowledgeable about Monarch programs to act as an ambassador.
• Provide weekly status reports on the program space and serve as liaison to maintenance staff.
• Support daily program operations, including Therapy Services, student schedules, attendance, community events, reports, field trips, intersession activities, and parent meetings.
• Maintain accurate attendance in Ren Web and coordinate with administrative staff for permanent records/transcripts.
• Create and manage activity rosters (extracurriculars) and coordinate with parents as needed.
• Support substitutes and classroom coverage when needed; maintain program rosters and Outlook contacts for coordination with parents and professionals.
• Receive and secure medications, coordinate with program leaders and school psychologists, ensure non-expired meds, and manage end-of-year medication hand-off to parents.
• Prepare for day and overnight trips, maintain first aid supplies, and handle enrollment forms and health records with parents’ cooperation.
• Maintain vaccination records as directed and report as required to the appropriate administrative staff and state health department.
• Ensure Publicity Objections list is current and communicated; coordinate transportation forms with facilities management.
• Participate in safety drills and assist with coordinating the Program Leader’s calendar and logistics; support data collection and reporting for program needs; assist the therapeutic team as required.
• Assist with scheduling, testing logistics (PSAT/SAT), and recording scores; support accommodations and modifications in collaboration with the therapeutic team.
• Support college scholarship processes and perform other duties as assigned.

• Minimum B.A. degree, preferably in social sciences or business; preferred.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and SharePoint; experience with Ren Web is desirable; ability to learn new platforms is essential.
• Excellent organizational, written and verbal communication skills; ability to maintain confidentiality; strong customer service orientation.

Working conditions involve a range of challenges and deadlines. Ability to perform under pressure, think clearly, remain calm, and solve problems. May involve lifting up to 40 pounds, frequent standing, kneeling, stooping, and bending. Regular attendance is critical. The environment is professional, confidential, and supportive.