Administrative Assistant

Administrative Assistant

At The Children's Institute of Pittsburgh, we've built our legacy on being amazing. After more than a century of the highest quality care and service to children and their families, we're forever proud of our team members who don't just make a career here – they make a difference.

Location:

Pittsburgh, PA

Schedule:

Full-time;
Monday-Friday; some flexibility during summer

About the Position

The Administrative Assistant/Special Education Secretary provides essential administrative, technical, communication, and operational support to the Associate Chief School Administrator (ACSA), school administrators, and special education team. This role is central to the effective coordination of student information management, ACCESS billing, IEP meeting scheduling, compliance-related documentation, and the accurate handling of confidential school information. The position contributes to the overall efficiency and reliability of school operations by maintaining highly organized records, monitoring timelines, coordinating clear and timely communication, and responding to changing priorities with professionalism, discretion, independent judgment, accuracy, and attention to detail.

Responsibilities

• Provide administrative and operational support to the Associate Chief School Administrator, school administrators, and special education team.
• Manage calendars, scheduling, correspondence, document preparation, and communication.
• Coordinate IEP meetings, team meetings, and other school-based meetings, including logistics, materials, invitations, and follow-up documentation.
• Maintain confidential student records, compliance documents, and administrative files.
• Process administrative requests, prepare forms and communications, and support daily school operations.
• Track deadlines and follow up on outstanding documentation, compliance tasks, and data entry.
• Coordinate ACCESS billing timelines, reporting, and administrative workflows.
• Coordinate professional development scheduling, registration, attendance tracking, and materials.
• Organize and maintain project files in accordance with retention and confidentiality requirements.
• Prioritize workload, manage competing deadlines, and provide status updates on projects and tasks.
• Maintain student information systems by entering updates, verifying records, running reports, and resolving discrepancies.
• Gather, track, and submit ACCESS billing information within established timelines.
• Maintain documentation for audits, monitoring visits, internal reviews, and compliance activities.
• Draft and update procedures, guidelines, and reference materials.
• Ensure compliance with organizational policies, privacy standards, and confidentiality requirements.
• Serve as a primary point of contact for administrative and special education communications.
• Prepare and distribute approved communications to families, staff, and community partners, including through Skyward.
• Provide administrative support and accurate information to staff, families, visitors, auditors, and other stakeholders.
• Collaborate with the Director of Education and clerical staff to ensure efficient school operations.
• Safeguard confidential information by following established data security and document-handling procedures.
• Follow organizational procedures, communication standards, and administrative workflows.
• Recommend improvements to administrative processes and workflows.
• Participate in required training and implement updated procedures and system changes.
• Adapt to changing school priorities, reporting requirements, and operational needs.

Qualifications

• Minimum of one year of experience in an administrative support role, preferably in a school or special education setting.
• Experience as an Administrative Assistant, School Office Assistant, Special Education Secretary, or similar position.
• Experience with PIMS reporting or comparable student data reporting systems preferred.
• Experience using student information systems, data reporting tools, or administrative recordkeeping systems preferred.
• Experience supporting special education, school administration, or compliance processes preferred.
• Proficiency with Microsoft Office Suite.
• Abili…