CLERK-ADMINISTRATIVE ASSISTANT TO EXECUTIVE DIRECTOR OF ACADEMICS

Job Title: Admin Assistant to ED of Academics

Wage/Hour Status: Non-Exempt

Reports to: Executive Director of Academics

Pay Grade: Clerical Pay 7

Dept. / School: Academics

Days: 227

Primary Purpose:

Provide high-level administrative and operational support to the Executive Director of Academics to ensure the effective implementation of district instructional systems, academic priorities, and cross-department coordination. This role supports the organization, communication, and logistics necessary to maintain aligned and coherent academic systems across the department.

Education / Qualifications:

• High school diploma or GED
• Bilingual preferred

Special Knowledge/Skills:

• Strong organizational, communication, and interpersonal skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and ability to learn district systems (e.g., Eduphoria, EduHub)
• Ability to manage multiple priorities, meet deadlines, and maintain attention to detail
• Ability to maintain confidentiality and professionalism
• Strong customer service skills when interacting with campuses, departments, and the public
• Ability to support large-scale initiatives and complex workflows within a structured environment

Major Responsibilities and Duties:

• Coordinate and maintain the Executive Director’s calendar, scheduling, and workflow to ensure alignment with district initiatives and deadlines
• Prepare, draft, format, and organize communications, reports, presentations, and board materials
• Track key projects, timelines, and deliverables across the Academics Department
• Ensure follow-up on action items from meetings, campus interactions, and leadership discussions
• Coordinate communication between the Academics Department, campuses, and central office departments
• Support scheduling and logistics for department communications aligned to district expectations and academic priorities
• Serve as the primary point of contact for inquiries and ensure timely, accurate responses
• Maintain communication systems that support consistency across directors, coordinators, and campuses
• Support logistics, communication, and materials for implementation of the district instructional framework (AVID/WICOR)
• Assist with organization and coordination of curriculum resources, including adoption processes and vendor communication
• Support instructional alignment through document management systems and access to curriculum resources
• Coordinate materials, schedules, and communication for Professional Learning Community (PLC) processes
• Assist with scheduling, preparation, and documentation for data-informed practices, including campus visits and data tours
• Coordinate department meetings, leadership sessions, and professional development events
• Prepare agendas, materials, and documentation for meetings led by the Executive Director
• Maintain records of meeting outcomes, decisions, and next steps
• Support logistics for district initiatives, including training rollouts, summer learning, and program implementation, under the direction of the Executive Director or assigned Directors
• Assist with budget tracking, creation, purchase requests, and requisition processes aligned to department procedures
• Coordinate travel, contracts, and vendor logistics
• Maintain documentation related to funding, purchases, and program implementation
• Maintain organized systems for files, reports, communications, and documentation
• Support onboarding and operational integration of new Academics staff
• Provide administrative support to directors and coordinators as needed
• Ensure consistency in documentation, formatting, and communication across the department
• Serve as the primary point of coordination and support for administrative assistants and clerks within the Academics Department
• Assist in coordinating workflows, supporting alignment of processes, and facilitating task distribution as directed to ensure consistent communication, efficient operations, and cohesive support across the department
• Other duties as assigned in alignment with district and Academics and Accountability priorities.

Mental Demands/ Physical Demands/ Environmental Factors:

• Maintain emotional control under stress
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Occasional prolonged or irregular hours 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. I have read, understand and attest to the above description and funding relating to my daily activities.

Signature Date