The Administrative Assistant II (Administrative Operations Specialist) supports critical administrative and operational functions at Pennwood Cyber Charter School. This role ensures accurate student records management, enrollment compliance, and operational workflows that support students, families, school districts, and internal teams.
This position may be assigned a primary functional focus area based on team needs, including Student Records Operations or Compliance & Data Support. Regardless of focus, all team members contribute to shared administrative processes and school operations.
Core Responsibilities (All Administrative Assistant II Roles)
Student Records & Enrollment Operations
- Process student records requests (manual and automated)
- Receive, review, and upload student records into internal systems
- Monitor and pursue missing or incomplete records
- Manage CNF processes (new enrollments; March/November cycles)
- Send records to receiving schools
- Process student withdrawals
- Generate enrollment verification letters
Office Operations & Support
- Manage incoming main office phone calls
- Open, sort, and distribute mail
- Support staff and family inquiries
- Assist with staff swag bags and materials
- Maintain office inventory and supplies
Data Accuracy & Compliance
- Maintain accurate student data across systems
- Support compliance with PDE regulations and internal processes
- Assist with documentation and audit readiness
Functional Focus Areas
Track 1: Student Records & Enrollment Specialist
- Lead student records lifecycle management (request → receipt → upload → transfer)
- Manage CNF processes across enrollment cycles
- Support enrollment documentation workflows
- Coordinate with districts for records and enrollment verification
Track 2: Compliance & Data Operations Specialist
- Serve as primary support for COA IA tickets and invoice repairs
- Process Change of Address and Change of Phone Number requests (IA tickets)
- Serve as primary support for MKV (McKinney-Vento) student cases
- Manage and process high school transcripts
- Support compliance-related data updates and corrections
- Assist with finance-related workflows tied to student data accuracy
Success Criteria
Success in this role is defined by:
- Timely and accurate processing of student records and compliance tasks
- Strong data accuracy with minimal errors
- Effective management of high-volume workflows
- Responsiveness to internal and external stakeholders
- Consistent adherence to compliance requirements
- Ability to flex between responsibilities based on operational needs
Qualifications
Required
- High school diploma or equivalent
- 2+ years of administrative or data-focused experience
- Strong attention to detail and organizational skills
- Ability to manage multiple workflows simultaneously
- Strong communication and customer service skills
- Proficiency in Google Workspace or Microsoft Office
Preferred
- Experience in a school or virtual education environment
- Familiarity with SIS systems and enrollment processes
- Knowledge of Pennsylvania compliance requirements (Act 47, residency, enrollment)
Work Environment & Scope
- Office location in York, PA, with possible hybrid or remote opportunities
- High-volume, deadline-driven work environment
- Structured workflows with moderate independent responsibility
- Role may shift focus areas based on enrollment cycles and operational demands
