The Children's Institute of Pittsburgh·Pittsburgh, Pennsylvania
The Administrative Assistant provides essential operational and administrative support to school administrators and the special education team. Responsibilities include managing student records, coordinating IEP meetings, handling ACCESS billing, and ensuring compliance with organizational policies.
Careers at Our Amazing Place. 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. Job Title: Administrative Assistant Location: Pittsburgh, PA Schedule: Full –time; Monday-Friday; some flexibility during summer
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.
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.
Candidates must have at least one year of administrative experience, preferably in a school or special education setting. A high school diploma or GED is required, while an associate degree is preferred along with proficiency in Microsoft Office.
Market context
Administrative assistant roles in Pennsylvania are commonly tied to schools, clinics, and other public-facing offices that need reliable front-desk and records support. These openings are competitive because employers often look for a mix of education, prior secretarial experience, background clearance, and a valid driver’s license. Review the AI-summarized requirements and benefits here to save time, then confirm your experience matches the stated credential path before applying.