Office Administrator

Insight PA believes in Education for ANY ONE. We provide families an online option for a high-quality, personalized education experience. Students can thrive, find their passion, and learn in an environment that encourages discovery at their own pace. In support of this, we are committed to creating and maintaining a culture of inclusion and diversity where our employees are passionate about serving students and families, treat one another and customers with respect, challenge each other to innovate and always strive to do better.

The mission of Insight Pennsylvania Cyber Charter School is to provide an exemplary individualized and engaging educational experience for students by incorporating school and community/family partnerships coupled with a rigorous curriculum along with a data-driven and student-centered instructional model. Student success will be measured by valid and reliable assessment data, parent and student satisfaction, and continued institutional growth within the academic community. Join us!

The Office Administrator plays a key role in supporting the school's operations by providing a wide range of administrative services. This position is responsible for coordinating office activities, managing supplies and equipment, processing mail, and assisting with special projects. Through exceptional attention to detail and strong communication skills, the Office Administrator helps create a positive, organized, and productive environment for staff, students, and visitors.

This is a full-time, in-office position requiring the ability to work independently for approximately 40 hours per week. Core hours are between 8:00 AM and 4:00 PM, while allowing for some flexibility as determined by school needs. The position is based in Exton, PA.

Essential Functions 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. 

• Supervises the maintenance and alteration of office areas and equipment, as well as layout arrangement and housekeeping of office facilities.
• Assists with inventory and supervises maintenance of all office equipment, supplies, and services.
• Responsible for the facilities day-to-day operations (such as distributing building access keys and back-up to security access cards, etc.)
• Greet guests who visit the office, manage the SchoolGate ID verification systems, and coordinate with the School Safety Officer as needed.
• Handles all incoming calls and the telephone system.
• Sorts and distributes mail, coordinates all incoming and outgoing packages, acts as the schools point-of-contact for questions regarding logistics and shipping.
• Set up conference calls, meetings, and office functions for on-site events, creating and maintaining the office calendar.
• Keeps all conference rooms, kitchen, and general traffic areas clean and in order.
• Coordinates with the landlord for any issues that require maintenance.
• Responsible for coordination and ordering of student badges.
• Coordinate with internal teams to send out legal notices via certified mail (i.e. truancy and records matters).  Maintain records and updated student files.
• Support internal teams by shipping various items as needed (i.e. diplomas, NHS gifts, OCHA cards, etc.)
• Performs additional tasks and responsibilities as assigned.

Supervisory Responsibilities 

This position has no regular supervisory responsibilities.  

Minimum Required Qualifications 

• High School Diploma or General Education Development (GED) Certificate AND
• 3 Years of relevant work experience OR
• Equivalent combination of education and experience

• All PDE required clearances for school-based personnel 

Minimum Required Skill Set 

• Great organizational and time management skills
• Strong written and verbal communication skills
• Adaptable technology skills
• Experience using search engines (internet) for research projects
• Experience using a student information system and/or other type of database

• Demonstrated competencies with general technology, Microsoft Office Platforms (Outlook, Word, Excel, Powerpoint, Teams, etc.), Google Platforms, Zoom, etc.

Work Environment 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• This is an office-based position. When office days are required, the noise level in the office is usually moderate (computers, printers, light foot traffic).

• Supports organizational priorities by participating in required in-person meetings and activities, including state testing, wellness checks, home visits, student and family engagement activities, community events, professional development, and other school-sponsored initiatives as assigned.

Job Performance Requirements 

The mental and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. 

• Ability to sit and stand for extended periods of time.
• Ability to exhibit mental dexterity to "dial" a telephone, to enter data into a computer, to read a computer screen and printed material, to hear and understand speech at normal office/workplace levels, and on the telephone, and to speak in audible tones so that others may understand clearly in the workplace and on the telephone.
• Ability to physically lift up to 30 pounds.
• Ability to read, analyze, and interpret workplace documents, technical procedures, research studies, and governmental regulations.
• Ability to write reports with clarity.
• Ability to interface diplomatically with all members of the school community - administrators, teachers, parents, students, Board members, support staff, colleagues, and outside professional contacts.
• Ability to coordinate and use technology for a variety of workplace purposes and communications.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.

The above job description is not intended to be an all-inclusive list of duties and standards of this position.  Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. All employment is at-will as governed by the Commonwealth of Pennsylvania. The at-will nature of employment is one aspect of employment that cannot be changed except in writing and signed by an authorized officer of Insight PA Cyber Charter School.

Insight PA Cyber Charter School is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected Veteran status age, or genetics, or any other characteristic protected by law.