Administrative Assistant

JOB SUMMARY

The Assistant Superintendent of Curriculum and Instruction Administrative Assistant provides high-level administrative, operational, and organizational support to the Assistant Superintendent of Curriculum and Instruction and serves as a central support for the entire Curriculum and Instruction Department. This is a comprehensive position that requires exceptional organizational skills, initiative, discretion, and the ability to manage multiple priorities across curriculum, instruction, assessment, accountability, professional learning, accreditation, and instructional support initiatives. The Administrative Assistant works collaboratively with district leadership, school administrators, instructional staff, consultants, and external partners to ensure the effective and efficient functioning of the department.

Reports to: Assistant Superintendent of Curriculum and Instruction

Supervises: None

Pay Grade: Classified

ESSENTIAL JOB FUNCTIONS

Executive and Departmental Support

• Provide direct administrative support to the Assistant Superintendent of Curriculum and Instruction, including calendar management, scheduling, meeting coordination, preparation of agendas and materials, and follow-up on action items.
• Serve as administrative support for all divisions within the Curriculum and Instruction Department, acting as a point of contact and liaison between the department and internal and external stakeholders.
• Maintain confidentiality and professionalism when handling sensitive information, documents, and communications.

Scheduling, Meetings, and Communication

• Coordinate and schedule department-wide meetings, leadership meetings, professional development sessions, PLCs, accreditation meetings, and stakeholder engagements.
• Prepare agendas, organize materials, document notes or minutes as needed, and ensure timely communication and follow-up.
• Draft, edit, and distribute professional correspondence, memos, reports, and presentations on behalf of the department and Assistant Superintendent. Support internal and external communications related to curriculum initiatives, instructional expectations, assessments, and professional learning.

Professional Development and Instructional Initiatives

• Assist with the planning, logistics, and documentation of district professional development sessions, coaching meetings, and instructional trainings.
• Coordinate materials, attendance tracking, sign-ins, evaluations, and follow-up communications.
• Support onboarding processes for new instructional staff, coaches, and teachers in collaboration with department leads.

Budget, Purchasing, and Vendor Coordination

• Assist with purchase orders, requisitions, invoices, contracts, and tracking of departmental expenditures.
• Coordinate with vendors, consultants, and instructional partners regarding instructional materials, assessments, and professional learning services.
• Maintain records of purchases, deliveries, and inventory related to curriculum and instruction resources.

Organizational and Operational Support

• Develop and maintain organizational systems to support workflow, document management, and department efficiency.
• Track deadlines, deliverables, and action items to ensure timely completion of departmental initiatives.
• Anticipate departmental needs and proactively provide support to ensure smooth daily operations.
• Perform additional duties as assigned to support district instructional priorities.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication skills with the ability to produce professional documents and correspondence.
• High level of discretion and professionalism. Proficiency in Microsoft Office, Google Workspace, and district data systems.
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.
• Strong interpersonal skills and the ability to collaborate with diverse stakeholders. Attention to detail, accuracy, and follow-through.

EXPERIENCE AND EDUCATION

Required Qualifications

• High school diploma required; associate’s or bachelor’s degree preferred.
• A minimum of three to five years of administrative or executive assistant experience, preferably in an educational or central office setting.
• Demonstrated experience supporting senior leadership and managing complex, multi-faceted responsibilities.

Preferred Qualifications

• Experience working in a school district or educational organization.
• Knowledge of curriculum, instruction, assessments, accountability, or accreditation systems.
• Experience working with data dashboards, assessment trackers, or instructional documentation.

REQUIREMENT

Physical demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or listen. The employee frequently is required to walk and use fingers, tools, or controls. The employee is occasionally required to stand and reach with hands and arms. Specific vision abilities required by this job include close vision, color vision, and depth perception. Occasionally the employee will lift up to 50 lbs., such as lifting files and paper.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. The employee continuously interacts with the public and staff.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.