Job Title: Administrative Support Coordinator

Wage/Hour Status: Exempt

Dept./School: Academics, School Leadership, Student Support

Pay Grade: Clerical 8

Reports to: Shared (Chief of Academics, Staff and Deputy Chief of Schools

Date Revised: June 4, 2023 

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Primary Purpose:

Coordinated the offices and serve as administrative support to Chief of Staff, Chief of Academics and Deputy Chiefs of Schools (North/South). Develop, manage, coordinate, and host events on behalf of the supporting departments. Assistant in the preparation of materials and provide support for meetings of the Board of Trustees. Provide comprehensive support services to the supporting departments that ensures a professional, responsive, and effective experience with Texans Can Academies (TCA. Prioritize inquiries and requests, track and troubleshoot conflicts with little guidance; make judgments and recommendations to ensure smooth day-to-day engagements.

Qualifications:

Education/Certification:

• Bachelor’s Degree from an accredited college or university

Special Knowledge/Skills:

• Knowledge of the PK-12 School Operations
• Knowledge of board policies and training requirements
• Knowledge of the Texas Open Meetings Act and other laws as applicable
• Knowledge of school district organization, operations, and administrative policies
• Knowledge, skill and ability to develop, execute and implement plans for special events
• Knowledge of conferencing facilities and techniques
• Excellent public relations, organization, communication, and interpersonal skills

Skills:

• Read and comprehend instructions, short correspondence, and memos
• Make independent decisions regarding planning, organizing, and scheduling
• Make appropriate decisions using law, policies, facts, and judgment
• Ability to defuse situations with angry employees, students, parents and community members
• Ability to develop speeches and presentations
• Manage a busy office and calendar
• Ability to hold information confidential
• Ability to develop board agenda and materials
• Ability to develop and manage budgets
• Ability to research, purchase, or otherwise obtain equipment and supplies
• Ability to develop and communicate office guidelines
• Ability to work hours beyond the traditional M-F 8 a.m. to 5 p.m. to meet the needs of the supporting departments.
• Ability to use software (i.e. Microsoft Office) to develop spreadsheets, perform data analysis, and do word processing
• Ability to multi-task numerous complex administrative activities 
• Ability to supervise employees, when applicable

Experience:

• Five (5) years or more advanced executive assistant experience 
• Three (3) – five (5) years of central office clerical support experience.

Major Responsibilities and Duties:

• Maintain records and files of all correspondence in/out of supporting departments.
• Review incoming correspondence, including email, interoffice, and postal service mail addressed to the supporting offices, and follow up on items that need personal attention. Answer correspondence on behalf of the supporting departments. Compose, edit, prepare, and distribute mailings, correspondence, memoranda, and reports, as required. 
• Manage, prioritize, and address correspondence, incoming calls, phone messages, emails, and mail with professionalism and poise. 
• Serve as a point of contact for individuals who direct their questions and concerns to the supporting departments. Contacts include a wide variety of business, community, parents and governmental leaders throughout the state and country, as well as students and all levels of employees. Make decisions independently on issues to forward to the Supporting departments and/or an appropriate administrator.
• Occasionally support the superintendent’s office and board with appropriate meetings.
• Perform administrative duties to assist the Supporting departments. Expedite material or actions for the Supporting departments with little or no supervision. Answer inquiries and transmit instructions on behalf the supporting departments.
• Collect data and track the progress of special projects; study reports received; check and compare with previous reports and other data and bring to the attention of the Supporting department’s significant items, changes, errors, or omissions. Research and assist the Supporting departments in the preparation of presentations, maintaining office files, keeping correspondence, reports, and data available for reference, and ensuring efficient operation of the office.
• Manage the daily operations of the Supporting Department’s Office; manage the District’s Master Department; schedule and plan meetings and events that involve the Supporting Departments; prepare materials for meetings.
• Receive guests and answer the telephone for the Supporting departments. Ensure that all phone calls to the office are answered personally during normal work hours.
• Review and manage the annual budget for the Supporting Departments, including tracking of office supplies and other expenditures. Approve budget documents on behalf of the Supporting departments as set forth in procedure with the Board Policies.
• Maintain budget records, adjust and change orders, as needed, and ensure all expenditures are authorized. Initiate purchases required for the efficient operation of the Supporting Departments Office, including expenditures for promotional items and for special events and activities.
• Ensure all Board submissions for supporting departments are collected timely for board meetings, committee meetings and reporting purposes. 
• Coordinate and monitor the Board calendar, submission guidelines, and ensure timely submission to the superintendent’s office. 
• Manage and implement all supporting departments functions including meetings, special meetings, orientations, and special functions
• Plan, organize, and execute meetings, special events, and activities for the Supporting departments. Coordinate meeting rooms, catering arrangements, and related correspondence, as well as invitations, mailing pieces, and program materials. Coordinate the maintenance of RSVP lists for events and activities as needed. Frequently work hours beyond the traditional M-F 8 a.m. to 5 p.m. to meet the needs of the Supporting departments.
• Make and facilitate travel arrangements for the Supporting departments as needed for travel expenditures.
• Serve as Records Management liaison for the Supporting departments, maintaining records in compliance with state law and the district's records retention plan. 
• Other duties as assigned by Supervisors.

Supervisory Responsibilities:

As assigned. 

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions, maintain emotional control under stress. Possibility of occasional prolonged or irregular hours exits. Moderate lifting and carrying of up to 25lbs., may be needed.

Transportation:

Must have own reliable transportation available during work hours. Some out of town travel may be required.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.