Educational Administrative Assistant

Job Title: Educational Administrative Assistant
Department:
Educational

Reports To:

Principal

Schedule:

Full-Time, Monday–Friday
Classification:
Year-Round, Non-Exempt Employee

Pine Haven Boys Center is a private, nonprofit residential and educational facility serving boys ages 6–14 who have experienced trauma, neglect, and behavioral or emotional challenges. Our therapeutic and academic programs help students grow academically, emotionally, and socially.

Pine Haven Boys Center is seeking an organized and detail-oriented Educational Administrative Assistant to support the Educational Department. This position provides administrative assistance to the Principal, Dean of Students, Educational Specialist, teachers, paraprofessionals, and related service providers. Responsibilities include coordinating meetings and communication, maintaining student records, tracking required documentation, and providing front-office coverage.

• Serves as the central administrative support for Pine Haven’s Educational Department.
• Provides direct administrative support to the Principal, Dean of Students, Educational Specialist, teachers, paraprofessionals, and related service providers.
• Maintains accurate, organized, and confidential student records and educational documentation.
• Helps coordinate IEP meetings, evaluations, student team meetings, schedules, and required educational timelines.
• Tracks documentation, deadlines, and follow-up needs to support compliance and department organization.
• Serves as a consistent and professional point of contact for families, school districts, agencies, service providers, visitors, and incoming telephone calls.
• Requires a high level of organization, attention to detail, confidentiality, professionalism, and follow-through.
• Works collaboratively within a trauma-informed, student-centered special education environment.

• Manage educational calendars, meetings, appointments, and department communications.
• Prepare correspondence, reports, agendas, meeting materials, minutes, notices, and presentations.
• Maintain organized electronic and paper filing systems, forms, and departmental records.
• Provide clerical and data-entry support to educational leadership and staff.
• Support communication regarding schedules, documentation, and deadlines.

• Maintain accurate and confidential student educational records in accordance with FERPA, applicable regulations, and Pine Haven policies.
• Coordinate IEP meetings, evaluations, student team meetings, and related notices and materials.
• Track special education timelines, attendance, progress reports, report cards, and other required documentation.
• Follow up with appropriate personnel regarding missing information, signatures, or upcoming deadlines.
• Assist with educational records related to student enrollment, intake, transfer, and discharge.
• Support authorized communication and record requests involving families, school districts, agencies, and service providers.
• Assist educational leadership with reports, audits, monitoring visits, and program reviews.

• Answer incoming telephone calls and direct callers or messages appropriately.
• Greet visitors and follow established identification, notification, and building-access procedures.
• Serve as a professional and welcoming point of contact for families, school districts, agencies, service providers, and community partners.
• Maintain confidentiality and professional boundaries when responding to inquiries.
• Maintain an organized and professional reception area.

• Protect confidential student, family, employee, and organizational information.
• Communica…