Executive Administrative Assistant-Part Time

Position Details

• Position: Executive Administrative Assistant
• Dept: Programs
• Reports To: Executive Director
• Location: On Site
• Compensation: $30–$35/hr
• Type: Non-exempt / Part-time year round

Shrub Oak International School (SOIS) is a therapeutic day and residential school for autistic children, adolescents, and young adults with complex co-occurring conditions. Located in northern Westchester County, SOIS offers evidence-based educational approaches in ASD education within a family-centric, supportive environment.

SOIS maintains a smoke-free environment. The campus spans 127 acres and includes indoor and outdoor spaces, with a working farm for student programming.

SOIS is a community of dedicated professionals committed to supporting students. We value care, innovation, collaboration, and resourcefulness, and strive to communicate effectively and manage student difficulties as a team.

• This part-time position supports and covers the Full-time Executive Assistant. Primary task ownership is assigned based on available hours; both roles are cross-trained across all listed areas and work collaboratively.
• Admissions, Enrollment & Registrar Management, including intake coordination and lifecycle ownership of student records, and acting as the primary point of contact for school districts, care managers, OPWDD, and internal communications on contracts and assessments as a project manager.
• Ownership of student case documents and subpoenas end-to-end; QA and compliance tracking to ensure audit readiness; student demographic and enrollment reporting with ongoing enhancement proposals.
• Discharge & Transition Administration, including discharge and program transition paperwork, timelines, and stakeholder communication.
• Governance, Strategic Execution & Board Relations, including strategic dashboards, meeting planning, and accreditation activities.
• Incidents, Compliance, and Audit Support, including incident review, policy version control, and site survey preparation.
• Fiscal and Contract Administration, including tuition/contract tracking and cross-referencing staff credentials with HR.
• Budgeting, Purchasing & Department orders; assist the Executive Director with sign-offs, budget checks, and approvals.

Note:

This job description is not exhaustive. Tasks may change within the field and training context.

• Associate degree in business administration or related field required; a Bachelor’s degree is preferred; a Master’s is a plus.
• 3+ years as an Executive Assistant in a fast-paced environment; 5+ years preferred.
• Strong organizational, administrative, project management, and time management skills.
• Ability to manage multiple tasks, prioritize, meet deadlines, and maintain attention to detail.
• IT and systems project management experience is preferred; stakeholder management and change management skills are valuable.
• Proficiency in Microsoft Office; advanced Excel skills for data management and reporting are preferred.
• Experience supporting school administration or cases involving autism spectrum or developmental disabilities is preferred.
• Physical ability to ambulate around the campus, including stairs, hills, grass, and gravel surfaces.

• Microsoft Office Suite
• Data Management and QA

• Reduced-cost meals on-site
• Employee Assistance Program (EAP)
• Health, vision, dental, life, supplemental, and pet insurance (FT)
• Flexible Spending Account (FSA) (FT)
• Generous Paid Time Off (PTO) (FT)
• 401(k) with company match (FT)
• Tuition/Professional development assistance (FT)

Shrub Oak is an equal employment opportunity employer. Reasonable accommodation can be requested to enable individuals with disabilities to apply or perform essential functions. Please advise us if you require a reasonable accommodation.