Curriculum and Career Program Administrative Assistant

NUMBER OF WORK DAYS: 260 / 12 monthsHOURS PER DAY: 8 hours per daySALARY RANGE: Classified Salary ScheduleDESCRIPTION OF BASIC RESPONSIBILITIES: Under the direct supervision of the Director of Curriculum and Instruction the Administrative Assistant provides a combination of administrative clerical and programmatic support to ensure effective coordination and implementation of district instructional initiatives. This role supports professional learning efforts curriculum implementation and district-wide educational priorities. Approximately 20% of the position supports the coordination of Work-Based Learning (WBL) programs and employer engagement initiatives across the district. The Assistant will collaborate with site administrators pathway leads teachers employers and community organizations to promote student participation in career-connected learning : The WBL component of this position is categorically grant-funded and subject to annual renewal. Continuation of these duties and designated FTE is contingent upon available funding and may be modified : Director of Curriculum and InstructionTYPICAL DUTIES/ESSENTIAL FUNCTIONS:Curriculum and Instructional Program SupportOrders receives tracks and distributes curriculum and instructional materials to school sites in coordination with district accurate inventories of instructional supplies textbooks and supplemental purchase orders (POs) vendor invoices and reimbursement requests; ensures timely submission and compliance with district purchasing with vendors and departments to track orders and resolve technical and clerical support for curriculum initiatives including formatting guides proofreading materials and assembling training with scheduling and preparing for districtwide professional development sessions and instructional organized and secure electronic and paper records including budget tracking delivery logs and compliance district systems (e.g. Aeries Google Workspace purchasing platforms) to enter data generate reports and assist in monitoring program district and site communication related to curriculum rollouts trainings and instructional and facilitates districtwide professional development events and instructional meetings including scheduling booking venues coordinating presenters preparing materials and managing logistics from planning through event hospitality needs such as meals refreshments and supplies and provides on-site and follow-up support to ensure smooth and effective support to the District Expanded Learning Program (ELOP) and Summer other related duties as assigned to support instructional -Based Learning Support Supports implementation of WBL activities such as internships job shadowing industry tours guest speaker visits and career logistics for WBL events including scheduling communication materials and school site visits to assist in organizing WBL efforts and to monitor as a liaison between the district school sites employers and advisory partners to expand and strengthen student work-based learning and supports business and community partners; facilitates advisory meetings and employer employers and school staff in understanding legal safety and programmatic expectations for student accurate WBL records using systems such as Aeries and shared flyers brochures and other outreach materials to promote WBL enters and reports data related to student participation and program outcomes for grant STANDARDS:Knowledge of:Curriculum and instructional material workflows in a school settingOffice procedures procurement processes and invoice handlingComputer systems including Google Workspace Microsoft Office Aeries and data tracking toolsWork-Based Learning practices and career-connected learning modelsEvent coordination and professional communicationAbility to:Work accurately with purchasing systems and handle detailed recordkeepingOrganize prioritize and multitask in a dynamic educational settingCommunicate clearly and professionally with a variety of stakeholdersDemonstrate professionalism and confidence when engaging with community and business leadersMaintain confidentiality and adhere to district policies and proceduresCollaborate effectively while working independently under deadlinesEDUCATION/EXPERIENCE:High school diploma or equivalent required; AA degree or higher in education business or a related field or more years of experience in administrative instructional or fiscal support in an educational setting with procurement systems vendor communication and community engagement Spanish preferredLICENSES AND OTHER REQUIREMENTS:CA Drivers LicenseREQUIRED CLEARANCESCriminal Background Clearance Tuberculosis ClearanceWORK ENVIRONMENTFrequent interaction with students staff and the public Occasional participation in evening and weekend events is travel within the District or region to support Work-Based Learning coordination and employer attire and demeanor when representing the District at school functions business meetings and public-facing events. PHYSICAL DEMANDSAbility to regularly sit stand and walk for extended periods. Capability to lift carry push or pull moderately heavy objects typically up to 25 to bend stoop reach and carry materials related to instructional and event support. Must be able to travel between District sites and community locations as needed. Visual and auditory ability to perform assigned experience frequent interruptions noise and shifting priorities in a dynamic educational exposure to outdoor conditions when assisting at community events job fairs or school-based prolonged screen time and repetitive motion associated with computer-based to exercise appropriate safety precautions when traveling between sites or working at public-facing STANDARDSTo perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties may be assigned