Administrative Professional

Title: Administrative Professional

Reports to:  Head of School

Employment Information: This is a full-time, FLSA-non-exempt, 12-month non-union position. 

Summary:

The Administrative Professional provides comprehensive support to staff, students, and families in a dynamic educational environment. This role ensures the smooth and efficient operation of daily activities, projects, and communications. Responsibilities include managing schedules and calendars, coordinating professional development and events, supporting curriculum and compliance needs, maintaining accurate records, and assisting with various clerical tasks. The Administrative Professional serves as a central point of contact for staff, families, and external partners, requiring strong organizational skills, attention to detail, and the ability to balance multiple priorities. Working collaboratively with leadership, teachers, and other administrative staff, this individual helps create a well-organized, student-centered, and family-friendly environment that supports PSD’s educational mission.

Responsibilities:

• Support daily office operations by coordinating calendars, scheduling meetings, and ensuring smooth flow of activities.
• Support daily office operations by coordinating calendars, scheduling meetings, and ensuring smooth flow of activities.
• Welcome and assist visitors by greeting guests, answering phone/VP calls, and directing inquiries appropriately.
• Communicate effectively by drafting and distributing correspondence, emails, and reports to staff, families, and external partners.
• Maintain accurate records through electronic and manual filing, database management, and e-filing systems.
• Process administrative requests such as tuition reimbursement, professional development registrations, purchase orders, invoices, and forms requiring electronic signatures.
• Assist with program compliance and reporting by compiling information for billing purposes and supporting the preparation of reports for agencies and school leadership.
• Provide clerical support to programs and departments, including processing forms, preparing documents, and organizing meetings or events.
• Manage office resources by maintaining inventories, ordering supplies, reconciling credit card documentation, and coordinating equipment upkeep.
• Support professional development activities by arranging logistics, scheduling interpreters, and ensuring follow-up documentation is completed.
• Collaborate with administrative colleagues to ensure consistent, reliable service and to create a welcoming, student- and family-centered environment.
• Provide backup administrative support across departments as needed to help maintain smooth and consistent school operations.
• Adhere to Core Values: Model and exhibit PSD’s core values—Students 1st, Language, Respect, Communication, and Community Engagement—in all interactions, decisions, and responsibilities.
• Perform other duties as assigned to support students, staff, and the overall success of the school.

Qualifications:

• High school diploma required; Associate’s Degree or higher from an accredited college/university preferred.
• Prior administrative or clerical experience required; experience in a school or educational environment preferred.
• Experience supporting multiple staff or departments, managing schedules, and handling confidential information.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Suite; ability to learn and adapt to new software and database systems. Experience with PowerSchool or similar student information systems preferred.
• Intermediate American Sign Language (ASL) skills required; advanced ASL skills preferred.
• Strong communication skills across multiple modalities, including clear written correspondence and the ability to interact professionally with staff, students, families, and external partners using spoken, signed, or visual communication methods as appropriate.
• Strong organizational skills with careful attention to detail and the ability to manage multiple priorities effectively.
• Excellent time management skills, flexibility, and the ability to meet deadlines in a fast-paced environment.
• Ability to work independently while contributing positively as part of a collaborative team.
• Ability to maintain confidentiality with sensitive student, staff, and family information.
• Highly dependable with strong interpersonal skills

Physical Demands

• Regularly required to sit for extended periods while performing computer and desk work.
• Manual dexterity needed to operate a computer keyboard, telephone/VP, copier, and other standard office equipment.
• Visual acuity required to read correspondence, computer screens, and reports.
• Occasionally lift, carry, and move office supplies, files, and equipment (up to 15 lbs).
• Occasional bending, reaching, stooping, or light physical activity related to office tasks.

Working Conditions

• Work is performed primarily in a standard office environment within a school setting.
• Frequent interaction with staff, students, families, and visitors.
• Regular exposure to multiple priorities, deadlines, and interruptions.
• May occasionally support meetings, events, or activities outside standard work hours.
• Discretion and professionalism required when handling sensitive or confidential information.

Mental & Cognitive Demands

• Maintain sustained attention to detail while managing multiple tasks and frequent interruptions.
• Organize and prioritize work effectively to meet deadlines and track ongoing projects.
• Problem-solve, anticipate needs, and adapt to changing circumstances.
• Exercise confidentiality, discretion, and professionalism in all aspects of work.
• Communicate and collaborate effectively with a diverse community of staff, students, families, and external partners.
• Support PSD’s bilingual (ASL/English) environment, with the ability to navigate and respond to varied communication needs.

Pennsylvania School for the Deaf provides equal employment opportunities to all applicants and employees and strictly prohibits any type of harassment or discrimination in regard to race, religion, age, color, sex, disability status, national origin, genetics, sexual orientation, protected veteran status, gender expression, gender identity, or any other characteristic protected under federal, state, and/or local laws.Consistent with the Americans with Disabilities Act (ADA), it is the policy of Pennsylvania School for the Deaf to provide reasonable accommodations to qualified applicants or employees with disabilities, as long as such accommodations do not impose an undue hardship or remove the essential functions of the job. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact [email protected]