PARA Administrative Assistant

Key Responsibilities:
1. Support for Senior Admin Coordinators:

• Manages student service mandates, transmittals, provider assignments, and school schedule updates to ensure accurate and timely service delivery
• Maintains tracking records, verifies student and provider information, updates
• SESIS and E-Web data, and ensures compliance across multiple systems, including SESIS, BH, UKG, and E-Web
• Plays a key role in mandate tracking, provider management, data accuracy, and operational coordination to support students throughout the school year and summer sessions.

The role is much more than simple data entry. It involves case tracking, mandate and hours monitoring, provider assignment management, SESIS administration, compliance verification, and cross-system coordination.

Main tasks:

• Monitor all incoming transmittals and maintain an independent tracking sheet for new start

• Accurately track and record the following information: Student Name, OSIS Number, Service Type, School, Confirmed Paraprofessional/Provider, HRID & SSN Number, Utilize multiple systems simultaneously, including: BH, UKG, E-Web, SESIS Portal

• Review mandates and enter the appropriate Reason for Delay when required.

• Ensure that the correct confirmed provider is assigned to each mandate.

• Document accurate reasons whenever a provider change occurs.

• Verify that the First Attend Date (FAD) is entered correctly in SESIS and that any required supporting reasons are accurate and properly documented.

• Maintain compliance and data accuracy across all systems and records.

SESIS | Provider Change Task

• Process permanent provider changes on a weekly basis.

• Attach students to newly assigned providers in SESIS.

• Update personal tracking sheets to reflect all provider changes and student

assignments.

School Letter Organization Task

• Ensure all provider assignments and related documentation are accurate and up to

date.

• Compile and review school letters submitted by schools regarding student

schedules and approved service hours.

• Confirm approved hours with supervisors and update E-Web accordingly to prevent discrepancies between systems.

• Notify supervisors of any changes reflected in newly received school letters and verify updated approved hours before updating records.

• Maintain data accuracy and consistency across SESIS, E-Web, and internal tracking systems.

2. Support for PARA Admins:

Sick Pay Report Review

• Review provider attendance records in eWeb and other supporting resources to validate Sick Pay eligibility in accordance with company policies and guidelines.

• Collaborate with Scheduling, Payroll, Coverage, and other operational teams to verify attendance records and resolve discrepancies.

• Complete weekly Sick Pay reports for all departments, including Nursing, OSH, Therapy, and Paraprofessional Services.

• Accurately calculate and apply Sick Pay credits based on approved hours worked and available Sick Pay balances.

• Maintain complete and accurate documentation supporting all Sick Pay approvals and adjustments.

• Escalate discrepancies, policy exceptions, and complex cases to leadership as needed.

Daily PARA Coverage and eWeb Schedule Management

• Maintain and update provider and student schedules in eWeb based on information received from the Daily Para Coverage (DPC) Report and Future Coverage (FCO) reports.

• Ensure coverage assignments and schedule changes are accurately reflected in eWeb once substitute providers have been confirmed.

• Review and validate schedule updates for completeness and accuracy to support payroll processing and operational reporting.

• Coordinate with the Para Coverage Team to resolve scheduling conflicts, missing information, or discrepancies.

• Complete all required schedule updates on or before weekly payroll deadlines to ensure payroll readiness.

• Monitor data integrity within eWeb and proactively identify and correct scheduling errors.

2. Other Responsibilities:

• Perform additional duties assigned by management

Qualifications:

• Must have 1 year experience in an administrative or office support role.
• Strong organizational and documentation management skills.
• Experience scheduling is preferred.
• Proficiency in data entry and Microsoft Office or similar tools.
• Excellent communication and interpersonal skills.
• Ability to multitask and manage priorities efficiently.
• High attention to detail and accuracy.
• Comfortable working in a fast-paced and service-oriented environment.
• Willing and able to work the following schedule and setup:
• • Shift: 8:30 PM – 5:30 AM (Manila Time)
  • Schedule: Monday to Friday (Rest Days: Saturday & Sunday)
  • Work Setup: Hybrid: 3 days onsite, 2 days WFH
  • Office: Valero, Makati

Important Details:

• 3 days onsite, 2 days WFH
• Shift: 8:30 PM – 5:30 AM (Manila Time)
• Project-based (3months)
• Equipment Provided