Regional Operations Assistant - Pennsylvania

Overview : Effective School Solutions , a rapidly expanding organization revolutionizing mental health care delivery in schools across multiple states, is seeking a Regional Operations Assistant to join our team. In this position, you will provide comprehensive administrative support to a group of (7-10) Regional Clinical Directors, ensuring seamless operations. As an integral member of our team, you will be responsible for juggling various administrative tasks and projects to support and keep our Regional Clinical Directors organized. Your ability to thrive in a fast-paced environment, prioritize tasks effectively and independently, and manage multiple requests without overlooking a detail will be essential. The ideal candidate will possess excellent communication and organizational skills with attention to detail. You should be self-motivated and comfortable reporting to multiple team members. This role also expects you to maintain a high degree of confidentiality and professionalism. If you are a highly organized and motivated individual with a passion for driving operational efficiency, we encourage you to apply and join our team at Effective School Solutions . Responsibilities : Project & Operational Coordination Support Regional Directors with calendar management and follow-up on team or project-related items. Attend leadership meetings to capture key discussion points and ensure follow-through on next steps. Follow up with clinicians to collect outstanding items such as license updates, training completion, and timesheets. Send reminders for company-wide meetings (e.g., Group Supervision, Town Halls). Help set and maintain timelines for key initiatives (e.g., Talent Reviews, Performance Reviews, Employee Handbook), ensuring projects stay on track and are completed fully. Serve as a liaison between school teams, ESS leadership, and clinical staff to ensure smooth coordination across functions. Maintain a master calendar for your region, tracking key academic and district events like board meetings and grading periods. Logistics, Facilities & Event Support Track and support completion of staff trainings; enroll team members in training platforms as needed. Coordinate embedded professional development logistics, including scheduling, securing presenters, and managing materials. Manage day-to-day logistics such as ordering supplies, coordinating furniture delivery or removal, and submitting printing requests. Plan and oversee food and supply orders for team events, such as open houses and holiday parties. Create and quality-check flyers and event materials for district communications (e.g., parent workshops). Print materials as needed for events and other program needs. Budget, Billing & Reporting Support Support tracking budgets and expense reports for assigned schools, flagging discrepancies or overages to the Regional Director or RVP. Coordinate appreciation efforts such as staff gifts and cards for birthdays or key milestones. Collaborate with the Reimbursement Team to ensure clinicians are credentialed and billing-ready for newly launched districts. Support data reporting efforts by gathering clinical and operational information, preparing summaries, creating slide decks, and partnering with the data analytics team for district-specific needs. Review Board Meeting notes or recordings to identify relevant updates, particularly in the spring planning period. Competencies: Proficiency in Microsoft Office 365, with intermediate skills in Excel, Word, PowerPoint, and Outlook Calendar. Excellent written and verbal communication. Demonstrates initiative, takes ownership of tasks, and proactively identifies and solves problems without needing frequent direction. Consistently follows through on responsibilities, anticipates needs, and drives work forward independently. Ability to maintain confidentiality and professionalism while handling sensitive information. Strong attention to detail and accuracy in document preparation. Exceptional customer service and a positive attitude. Independent judgment and critical thinking skills. Strong organizational skills and ability to prioritize tasks effectively. Comfortable working independently and within a team environment. Requirements: Bachelor’s Degree preferred. At least 2 years of hands-on administrative office support in a corporate or start-up environment supporting multiple staff. Advanced computer skills, including proficiency in Word, Excel, and PowerPoint. Experience working remotely, preferred. Originally posted on Himalayas