Administrative Coordinator to Assistant Principals

Pay Range: $22 to $30 per Hour based on experience

Schedule: M-F 7:45am to 3:30pm

Join a Team That Changes Lives

For more than 170 years, Elwyn has been leading the way in supporting children, teens, and adults with autism, intellectual and developmental disabilities, and behavioral health challenges. As a mission-driven nonprofit, we're here to create real change - helping people lead meaningful, fulfilling lives.

Now, we're looking for passionate team members to join us. Here, your work will change lives - including your own. You'll make an impact every day, find purpose in what you do, and grow in a career that truly matters.

At Elwyn, we take care of you while you care for others. We offer:

• Generous Paid Time Off
• Comprehensive Medical/Dental/Vision Benefit Packages
• Earned Wage Access/On-Demand Pay
• Paid On-the-Job Training
• Tuition Reimbursement
• Career Advancement Opportunities and Growth
• Flexible Schedules
• Retirement Savings Plan

Join us and be a part of something bigger. Apply today.

Elwyn seeks an Administrative Coordinator to the Assistant Principals that provides high-level clerical and organizational support to school leadership to ensure efficient, compliant, and well-coordinated day-to-day operations. The role focuses on providing timekeeping assistance, attendance documentation, staff coverage tracking, visitor management, and communication support. This position requires professionalism, attention to detail, and strict confidentiality in accordance with Elwyn and district policies. The position supports but does not replace the decision-making responsibilities of the Principal, Assistant Principals, or Human Resources.

ESSENTIAL DUTIES & RESPONISBILITIES

• Timekeeping and Attendance Support
• Monitor completion of employee timecards and PTO submissions in the timekeeping system (e.g., tracking unsubmitted or incomplete entries) and send notifications to Assistant Principals.
• Track missing punches and exception items as defined by the timekeeping system and route unresolved issues or questions to the appropriate Assistant Principal or HR representative.
• Generate basic attendance and punctuality reports (such as late arrivals and early departures) for APs to review, without making evaluative comments or recommendations.
• Maintain an accurate and current departmental or school absence calendar to ensure reliable scheduling.
• Student Attendance Logistics (Clerical Only)
• Prepare and send standard student attendance or absence letters using templates and thresholds defined in policy, under the direction of the Principal or Assistant Principals
• Schedule student attendance-related meetings at the direction of APs or counselors, including sending invitations, reserving space, and assembling attendance histories or forms from existing systems
• Maintain organized records of attendance letters, meeting notices, and follow-up documentation for internal reference, without initiating contact with external agencies or submitting official truancy or behavioral reports
• Provide clerical support to administrative staff including, but not limited to, scanning, printing, copying, faxing, mail processing, and filing
• Business Office and Communication Support
• Coordinate visitor check-in processes to ensure compliance with building security procedures and clearance requirements.
• Maintain visitor logs and related documentation, ensuring that required records are accurate, complete, and stored appropriately.
• Draft, format, and distribute routine memos and communications (to staff and families) using existing templates and content direction provided by the Principal or APs, with all final communications reviewed and approved by an administrator.
• Mailroom duties include managing incoming and outgoing mail, metering outbound mail and date/time stamping incoming mail, signing for delivering and packages, monitoring and maintaining adequate office supplies, and overnight mailing
• Manage and maintain records by filing required educational and billing records, conducting audits and file reviews, electronic filing, maintaining the accuracy of files, and preparing for federal/state regulation verification audits by preparing for the four (4)-year state verification review Maintain inventory including, but not limited to, distribution and maintenance of evaluation and assessment tools and other early intervention resources
• Staff Coverage and Daily Operations
• Assist with coordination of daily staff coverage and substitute assignments following a coverage plan or priority matrix established by school leadership and in collaboration with designated staff (e.g., scheduling or office staff).
• Maintain documentation of coverage assignments (who covered, where, and when) to support operational planning and recordkeeping.
• Confidential and Administrative Support
• Maintain organized digital and physical filing systems for leadership, including calendars, agendas, reports, and other administrative records.
• Schedule meetings for the Principal and Assistant Principals, prepare agendas and materials as requested, and track follow-up items or deadlines.
• Handle confidential student and staff information with discretion and in compliance with FERPA, HIPAA, and district confidentiality standards.
• Assists with record audits, electronic filing, and preparation of materials for internal and external compliance reviews.
• Performs other duties as assigned

QUALIFICATIONS

• High school diploma or GED; associate's degree in business management or human services preferred
• Minimum two (2) years of administrative or office support experience, preferably in an educational setting.
• Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities
• Demonstrated strong attention to detail
• Demonstrated strong time management and organizational skills
• Demonstrated ability to anticipate future needed changes or identify problem areas and take recommend actions
• Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills
• Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
• Experience with timekeeping and HRIS systems; UKG preferred
• Must have current, valid driver's license in state of residence, three (3) years driving experience in the United States, and acceptable driving record

Elwyn is an Equal Opportunity Employer. Elwyn does not discriminate on the basis of race, color, religion, creed, ancestry, pregnancy status, medical condition, gender, gender identity or expression, genetic information, sexual orientation or identity, age, national origin, citizenship, handicap status, marital or family status, mental or physical disability, perceived disability, military or veteran status, political activities or affiliations, or any other characteristic protected under applicable federal, state or local law, ordinance, or regulation.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at ADArequest@elwyn.org and let us know the nature of your request and your contact information.

Know Your Rights: Workplace discrimination is illegal