ADMINISTRATIVE ASSISTANT TO DIRECTORS OF ACADEMICS (ELEM & SEC)

Job Title: Admin Assistant to Directors of Academics                    Wage/Hour Status: Non-Exempt  

Reports to: Directors of Academics (Elementary & Secondary)            Pay Grade: Clerical Pay 6

Dept. / School: Academics                                                      Days: 227

Primary Purpose:

Provide administrative and operational support to the Elementary and Secondary Directors of Academics to ensure effective coordination, communication, and implementation of district instructional systems and academic priorities. This role supports aligned systems across curriculum, instruction, and operations, including coordination with program coordinators and management of Early Childhood tuition processes.

Education / Qualifications:

• High school diploma or GED
• Bilingual preferred

Special Knowledge/Skills:

• Strong organizational, communication, and interpersonal skills
• Proficiency in Microsoft Office and ability to learn district systems (Eduphoria, EduHub, etc.)
• 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

Experience

• Advanced administrative assistant experience with extensive contact with people
• Experience in a public school district preferred

 Major Responsibilities and Duties:

• Provide administrative support to both Elementary and Secondary Directors of Academics, ensuring aligned workflows and communication
• Coordinate calendars, scheduling, and workflow across Directors to support department priorities and timelines
• Prepare, draft, format, and distribute communications, reports, presentations, and materials
• Track key projects, timelines, and deliverables across Academics initiatives
• Ensure follow-up on action items from meetings, campus interactions, and leadership discussions
• Serve as a primary point of contact and ensure timely, accurate communication with campuses and departments
• Support coordination of work across program areas by collaborating with Directors and Coordinators
• Assist coordinators with tracking and organization of program budgets, expenditures, and purchasing processes
• Support documentation and communication related to program implementation across content areas and grade levels
• Maintain systems that support consistency in communication, documentation, and workflow across the department
• Coordinate logistics, communication, and materials for professional development aligned to the district instructional framework (AVID/WICOR)
• Support preparation and organization of materials for instructional initiatives and district training
• Assist with scheduling, documentation, and communication for Professional Learning Community (PLC) processes
• Maintain records of participation and documentation for professional learning systems
• Assist with coordination of instructional materials, including adoption processes and vendor communication
• Support organization, access, and maintenance of curriculum resources within district systems (e.g., EduHub)
• Maintain document management systems to support instructional alignment and access to resources across campuses
• Coordinate scheduling and logistics for campus visits, instructional walks, and data tours
• Support preparation and organization of materials and summaries to support data-informed practices
• Maintain records and documentation related to instructional support and follow-up actions
• Assist with budget tracking, requisitions, and purchasing processes aligned to department procedures
• Support Directors and coordinators in monitoring expenditures and maintaining accurate financial records
• Coordinate travel, contracts, and vendor logistics
• Maintain documentation related to funding, purchases, and program implementation
• Maintain accurate tracking systems for Early Childhood tuition payments, balances, and refund requests
• Process and monitor tuition-related documentation in alignment with district procedures
• Coordinate communication with campuses and departments regarding tuition, payments, and refunds
• Maintain organized and auditable records for all Early Childhood financial transactions
• Coordinate department meetings, leadership sessions, and professional development events
• Prepare agendas, materials, and documentation for meetings
• Maintain records of meeting outcomes, decisions, and next steps
• Support onboarding and operational integration of new Academics staff
• Maintain organized systems for files, reports, communications, and documentation
• Collaborate with Academics clerk to support aligned workflows and efficient operations
• Support consistency in documentation, formatting, and communication across the department
• Assist in coordinating workflows and task distribution as directed to support cohesive operations across Elementary and Secondary teams
• Other duties as assigned in alignment with district and Academics and Accountability priorities.

Mental Demands/ Physical Demands/ Environmental Factors:

• Work with frequent interruptions
• Maintain emotional control under stress
• Repetitive hand motions and prolonged computer use
• Occasional prolonged or irregular hours, including evenings or weekends

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.

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Salary : $153 - $214