Executive Assistant to the Director of Learning & Assessment

Job Summary: Provide high-level administrative, operational, and project coordination support to the Department of Learning & Assessment. Support the implementation and management of federal programs, district data systems, professional learning coordination, budgeting processes, community partnerships, and departmental operations. Maintain efficient systems of communication, scheduling, reporting, purchasing, and organizational management while serving as a liaison across departments, vendors, universities, and community organizations.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Federal Programs & Budget Coordination

1. Assist with the coordination, preparation, submission, and monitoring of Federal Programs including Title I, II, III, and IV grants.
2. Maintain grant-related budgets, purchase orders, invoices, and expenditure tracking.
3. Collaborate with district departments to ensure compliance with federal program requirements and budget alignment.
4. Maintain accurate financial and organizational records related to grant-funded programs and initiatives.
5. Support reporting processes and documentation required for federal compliance and auditing purposes.
6. Maintain the budget accounting and reconciliation for salaries, supplies, and purchase orders for each grant.

Data Systems & Operational Support

1. Provide administrative and operational support for district data management systems and departmental platforms.
2. Serve as a liaison between district staff and external vendors regarding system support, updates, troubleshooting, and communication.
3. Support scheduling, coordination, and logistics for professional learning related to district initiatives and operational systems.
4. Maintain organized records, files, access documentation, and operational tracking systems as assigned.

Executive & Administrative Support

1. Prepare correspondence, reports, presentations, agendas, minutes, spreadsheets, purchase orders, and additional departmental materials.
2. Maintain departmental calendars, meeting schedules, and event coordination logistics.
3. Coordinate travel registrations, accommodations, and transportation arrangements for district-related events, conferences, and student programs.
4. Maintain department purchasing, ordering, inventory tracking, and receiving processes.
5. Reserve facilities and coordinate logistics for meetings, professional learning, and district events.
6. Maintain organized departmental records, files, and operational systems.

Partnership & Program Coordination

1. Serve as a liaison between the Office of Learning & Assessment and universities, vendors, and community partners.
2. Coordinate registration and communication processes for district professional development opportunities and student leadership programs.
3. Support planning and operational logistics for departmental initiatives and special projects.

Additional Responsibilities

1. Maintain professionalism, confidentiality, and effective communication with internal and external stakeholders.
2. Collaborate across departments to support district priorities and organizational effectiveness.
3. Perform additional duties as assigned by the Director of Learning & Assessment.

To successfully perform this position, an individual must be able to satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skills, and abilities necessary for successful performance.

1. High school diploma required; Associate’s or Bachelor’s degree preferred.
2. Minimum of three years of progressively responsible administrative or executive support experience.
3. Experience supporting federal grant processes, budgeting, or compliance reporting preferred.
4. Proficiency in Google Workspace applications, including Docs, Sheets, Slides, Forms, and Drive.
5. Ability to learn and manage district software platforms and operational systems.
6. Strong organizational, project management, and multitasking skills.
7. Ability to maintain confidentiality and manage sensitive information professionally.
8. Strong written, verbal, and interpersonal communication skills.
9. Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities simultaneously.
10. Ability to establish collaborative working relationships across departments and organizations.
11. Ability to adapt to changing priorities, systems, and technology platforms.
12. Prior experience working in education, government, or public-sector environments preferred.
13. Current Act 34, Act 151, and FBI clearances required.

Terms of Employment:

* 12 months, 7 1/2 hours per day (8:00 am to 4:00 pm with 30 minute unpaid lunch).

* $26.95 after successful completion of a 90 day probationary period.

**As necessary, a separate email will be sent with a link and access code to comply with the Act 168 Sexual Misconduct/Abuse Disclosure release forms.  If applicable, you will have to provide email addresses for both current and prior employers. 

Salary : $27