Instructional Assistant

The Instructional Assistant provides comprehensive administrative, logistical, and data management support to both the CTE program and the Athletics department. This dual-focus role is critical for ensuring full compliance with district, state, and federal reporting guidelines (including CTE and VHSL regulations). The ideal candidate is highly organized, possesses strong digital data management skills, and can execute logistical tasks independently with minimal supervision.

Key Responsibilities

CTE Data Management & Compliance

• Operational Data: Maintain, enter, update, and retrieve department operational data, including financial, statistical, credential, and program metrics. Compile comprehensive reports as assigned.
• Credential Tracking: Manage student registration and progress tracking for industry credentials and technical skill assessments.
• Compliance Support: Assist with state and federal reporting requirements, ensuring all CTE-related documentation and compliance measures are accurately prepared and submitted.

Financial, Inventory, & Procurement Administration

• Purchasing: Research vendor quotes, prepare purchase requests, and process purchase orders for both CTE and Athletic equipment/supplies.
• Inventory Control: Track and maintain active inventory records for instructional supplies, athletic gear, and department equipment.
• Budget Tracking: Maintain precise grant and budget documentation to ensure financial compliance with district, state, and federal funding guidelines.

Logistics, Events, & Department Support

• Athletic Transportation: Coordinate transportation details for athletic trips, including tracking down qualified non-CDL drivers for specialized trips when school buses are unavailable.
• Parent Communications: Compile and manage the necessary paperwork and rosters for seasonal parent meetings.
• Event Coordination: Assist the athletic and CTE staff in planning, organizing, and executing special events (e.g., athletic banquets, signing days, career fairs).
• Operational Flexibility: Organize, prioritize, and execute work independently; perform other duties as assigned to support effective CTE and Athletic program operations.

Athletic Compliance & Roster Management

• Student Eligibility: Process and organize student athletic eligibility information, ensuring strict adherence to district policies and state bylaws.
• Physical Exam Tracking: Manage the filing and digital entry of student Athletic Physicals via physical files and online registration platforms.
• Coaching Certifications: Track, audit, and document coaches' mandatory education requirements, including VHSL State Component courses, CPR/First Aid, and local training modules.
• Awards & Recognition: Create, print, and distribute athletic certificates and student-athlete recognition documentation.

Performance Expectations & Skills

• Independence: Proven ability to organize, prioritize, and execute a high volume of diverse tasks with minimal supervision.
• Technical Proficiency: Advanced skills in data entry, database management, spreadsheets (Excel/Google Sheets), and digital student information systems (SIS).
• Attention to Detail: Exceptional accuracy in managing financial documentation, student medical/physical clearance, and state compliance records.
• Communication & Confidentiality: Ability to communicate professionally with staff, parents, and community partners while maintaining strict confidentiality regarding student records.

Department: Career & Technical Education (CTE) & Athletics

Reports To: CTE Administrator / Athletic Director

Position Type: 10 month position