Position Summary

The Scheduling/Admin Assistant supports the daily administrative and scheduling needs of the organization. This role is responsible for assisting with allocation input, monitoring scheduling communications, supporting the creation and maintenance of daily schedules, tracking student attendance and staff training, and providing coverage for daily scheduling needs.

The position helps ensure that scheduling responsibilities are completed efficiently and consistently while allowing the main scheduler to focus on building and maintaining the daily schedule. This role also supports school-wide activities, student programming, and other operational needs as they arise.

The position requires strong organizational skills, attention to detail, flexibility, and the ability to communicate and collaborate effectively with Clinical Staff, Leads, and administrative team members.

Responsibilities: (Including, but not limited to)

Work scheduled hours of 7:30 AM – 2:30 PM (10 Oak Location).
Assist the main scheduler with the creation and maintenance of the daily schedule using Schedule Builder.
Receive allocation information from Clinical Staff and Leads and pre-plan scheduling changes in Schedule Builder.
Monitor scheduling-related emails and phone calls throughout the day.
Enter morning call-outs and assist with same-day staffing changes.
Assist with last-minute schedule adjustments and staff team updates.
Tag and update staff and student teams in scheduling systems as needed.
Help ensure the daily schedule is completed and posted as early as possible.
Provide scheduling coverage when the main scheduler is absent, with support from the Staffing and Allocations Coordinator as needed.
Maintain familiarity with student and staff needs to support effective scheduling decisions.
Maintain accurate daily student attendance records and tracking systems.
Maintain training trackers, scheduling spreadsheets, and other administrative records.
Track and organize information related to staff training, allocations, and scheduling needs.
Ensure scheduling-related information is updated accurately and consistently.
Provide daily lunch coverage or assist in covering the scheduling office to ensure that calls, messages, and last-minute scheduling needs are addressed.
Assist with front desk lunch coverage as needed.
Assist with planning and coordinating school-wide activities, including but not limited to:
Graduations
Spirit Weeks
Crafts and themed activities
Water play events
Student activities and seasonal programming
Prepare student crafts, materials, and other resources for classroom and school-wide activities.
Provide additional administrative and programmatic support as needed.
Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
Strong attention to detail and the ability to maintain accurate records and documentation.
Ability to work independently while collaborating effectively with the Scheduling & Allocations team and other departments.
Ability to communicate effectively with Clinical Staff, Leads, and administrative team members.
Ability to respond appropriately and efficiently to last-minute scheduling changes and staffing needs.
Proficiency with Microsoft Office, Google Workspace, email applications, and the ability to learn and utilize Schedule Builder.
Ability to maintain confidentiality when handling student and staff information.
Ability to work in a fast-paced environment and adapt to changing priorities.
Ability to physically perform all job duties, including safely implementing crisis intervention procedures and physically supporting or restraining students weighing over 125 pounds when necessary.
Maintain required certifications and participate/complete all assigned trainings, including:
CPR
First Aid
SOLVE
Monthly staff trainings

Required training courses will be provided by NLG. The SOLVE introductory course (16–20 hours) is completed during orientation, followed by annual refresher training.

Satisfactory results for new hire and recurring background and CORI checks.
Valid driver’s license in good standing.

Internal Candidate Requirements

Minimum of one year of employment at NLG.
Demonstrated knowledge of NLG's scheduling processes and daily operational needs.

External Candidate Requirements

Provide at least two professional references who can speak to the candidate’s:
Interpersonal skills
Work ethic and initiative
Ability to work collaboratively
Leadership abilities
Integrity
Ability to multitask
Receptiveness to feedback and willingness to learn

Physical Job Capabilities

Physical Job Requirements of this job include

Physically capable of keeping students safe and in close proximity at all times, particularly during outings
Safely implement crisis prevention techniques and restraining students 50 pounds up to and in excess of 125 pounds when necessary

Physical Movements Required for Safe Implementation of crisis prevention techniques:

Quick and abrupt movements of upper and lower body (moving quickly, brisk and vigorous use of hands and arms)
Rotating upper torso movements
Arm and hand movements to grasp, range of motion movement with upper body and arms
Balance
Lifting and lowering (bending at knees repeatedly)
Prolonged duration of exertion with both upper and lower body, being in one position for periods of time

Supervision and Performance Assessment

Nashoba Learning Group adheres to the principles of Applied Behavior Analysis in its management of employees as well as in its teaching of children. Performance requirements are clearly specified, performance is measured frequently, feedback is given immediately and mastery of particular skills allows access to higher level skills. Reinforcement, in the form of pay, professional development opportunities and recognition is tied to performance.
The Staffing and Allocation Assistant position will be evaluated by the Staffing and Allocation Coordinator on general performance, cooperation, teamwork, reliability and adherence to policies and procedures annually.
While formal evaluation will be given annually, feedback will be given throughout the year.
From the annual review, the Staffing and Allocation Assistant will be reinforced for good performance and develop an action plan with the reviewer to enhance low performance. Follow up assessment will be scheduled based on that plan. The purpose of assessment and feedback is to assist the Staffing and Allocation Assistant staff in continuously improving their performance. It is expected that performance will improve over time. It is also expected that there will always be opportunities to learn and grow.

The salary range listed above has been provided to comply with local regulations and represents a potential base salary range for this role. Please note that actual salaries may vary within the range above or below, depending on experience and location. We look at compensation for each individual and base our offer on your unique qualifications, experience, and expected contributions.

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