Temporary Admin Assistant (6 month with possible extension)

Job Title : Temporary Admin Assistant (6 month with possible extension)

Reports to : CFO

Department : Finance

Compensation : $25-30 / hr based on experience, non-exempt

Schedule : Monday – Friday, 40 hours a week

Company Overview :

Shrub Oak International School ( www.shruboak.org ) is a therapeutic day and residential school for autistic children, adolescents, and young adults with complex co-occurring conditions. Located in northern Westchester County, Shrub Oak offers unparalleled educational opportunities for autistic students in a family-centric, supportive environment. We offer a variety of programs to meet the needs of students across the spectrum, and our curriculum is based on the most advanced and successful evidence-based clinical and academic approaches in ASD education.

Essential Functions :

This temporary 6-month (with possible extension to permanent) Administrative Assistant position, responsible for providing full service administrative support to the CFO and Finance team.  They must be able to work with all levels of staff within the school as well as our external vendors. Having access to confidential information, discretion and independent judgement is required.

Provide diverse high-level administrative support to the CFO and Finance team, including but not limited to data management, reporting, and intradepartmental coordination with some light project management.

Coordinate communications on behalf of the CFO, including drafting correspondence, emails, and reports. May act as a spokesperson and point of contact with vendors, partners, contractors, consultants, clients etc…

Research and execute special projects as needed, including but not limited to, calendar oversight, coordinating functions, events, and other activities.

Support CFO-led initiatives such as budgeting, contracts, audits, and system implementations by coordinating schedules, collecting data, and tracking deliverables.

Obtain, maintain, and track all necessary documentation for assignments.

Maintain a professional presence when engaging in meetings, phone calls and emails, to demonstrate a fluid working knowledge of our school, procedures, and needs.

Handle confidential information with discretion, particularly in finance, HR, and executive-level matters.

Perform other responsibilities as needed and required.

Please note : This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.

Requirements :

Associate’s degree in business, Accounting or similar required; B.S. or B.A. preferred.

Advanced experience with Microsoft suite of products (i.e. Word, Excel, PowerPoint) is required, experience with finance systems like QuickBooks is preferred.

A minimum of 3 years administrative experience in a fast-paced dynamic environment is required, 5 years is preferred. Experience in finance is preferred.

Skills & Abilities :

Outstanding communication skills (i.e., speaking, active listening and writing) to engage and develop relationships with a wide variety of individuals, staff, and external constituencies

Ability to demonstrate a professional, executive presence and appearance to represent the school in all required methods of communications

Ability to remain organized, multi-task, with handle matters with sound judgment

Ability to set priorities, meet deadlines, remain organized while paying close attention to detail

Ability and willingness to learn new skills

Strong ability to build relationships with all levels of staff, and other internal / external stakeholders.

Strong ability to process and retain information and to think critically and analytically.

Demonstrated ability to multitask and manage competing priorities.

Demonstrated ability to succeed in a fast-paced, unpredictable environment.

Benefits : Paid time off (PTO)

Employee assistance program (EAP)

Free meal every shift on site

Potential for long-term which would then have medical / dental / vision

After successful training some hybrid / remote flexibility, though majority will be on site

Physical Requirements / Demands :

A workday regularly includes multiple or conflicting demands, deadlines and time pressures; work regularly requires sustained concentration. Standing for sustained periods of time, bending, stretching, walking up and down stairs (building has 6 floors), around a hilly campus as needed, may also require walking between floors or between buildings at a moment’s notice. May need to lift / move boxes up to 25 pounds.

Work Environment :

We are a boarding school located on a 127-acre campus. The work environment will include both indoor and outdoor spaces, mostly inside the classroom or educational environment. May include work within the residential setting. The building has 6 floors accessible by staircases and elevators.

EEO Statement :

Shrub Oak is an equal employment opportunity employer. Shrub Oak International School is an Equal Opportunity Employer.  Reasonable accommodations will be made to enable individuals with disabilities to apply for a job or to perform the essentials functions of their job. Please advise us if you require a reasonable accommodation.

Please note :

SOIS maintains a smoke-free environment to ensure the health and safety of our students, employees, and community. Smoking or vaping of any kind is strictly prohibited indoors, outdoors, and during off-campus activities, with enforcement measures in place including smoke / vape detectors. Non-compliance will result in disciplinary action up to and including termination.

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