Administrative Assistant to Executive Director of Business Operations
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Job Location:
Denton, TX - USA
Monthly Salary:
Not Disclosed
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
Reports to: Executive Director of Business Operations | Wage/Hour Status: Nonexempt |
Dept./School: Human Resources | Pay Family: Clerical/Paraprofessional |
PC Assignment: Administrative Asst Ex Director | Pay Grade: 08 |
PC Assignment Code: 70003 | Minimum Salary: $46460 |
Insight: Support | Duty Days: 230 days per school year |
Primary Purpose:
Provide high-level administrative and operational support to the Executive Director of Business Operations to ensure efficient coordination of departmental functions and services. Manage executive scheduling communication records and workflow while supporting financial and operational processes across the department. Serve as a central point of contact for internal and external stakeholders contributing to effective service delivery and alignment with district priorities.
Qualifications:
Education and Certification
- High school diploma or equivalent
- Associate degree or completion of college coursework (preferred)
- Relevant experience may substitute for education
- Notary Public certification or ability to obtain upon hire
Experience
- Three (3) years of clerical administrative support or secretarial experience
- Experience supporting executive-level leadership (preferred)
- Experience in a public school district (preferred)
Knowledge and Skills
- Ability to prioritize workflow to address the multiple needs of the supervisor or the department.
- Advanced multitasking skills with the ability to prioritize and manage multiple responsibilities effectively.
- Proficient mathematical and analytical skills to verify data accuracy prepare reports and analyze records and trends.
- Advanced in keyboarding data entry word processing and file management.
- Advanced in utilizing digital devices (computer laptop tablet etc.) and productivity software including Microsoft Office (Word Excel PowerPoint) and Google Workspace (Docs Sheets Slides) for document creation data analysis and database management.
- Proficient in utilizing PowerSchool eFinance ERP software (preferred)
- Advanced verbal and written communication skills emphasizing clarity and professionalism.
- Advanced interpersonal and relationship-building skills to foster positive engagement with staff community partners and stakeholders
Key Responsibilities:
Administrative Support
- Manage the executive directors calendar appointments and scheduling to ensure efficient use of time and alignment with departmental priorities.
- Prepare correspondence reports presentations and other documents to support departmental operations.
- Coordinate travel arrangements meetings and events for the executive director and department staff.
- Serve as a notary public for department-related documents as needed.
- Provide administrative support for Support Services Building operations.
Communication and Coordination
- Serve as a primary point of contact for district staff vendors and community members responding to inquiries via phone email and in person.
- Facilitate communication between the executive director and campus administrators department leaders and other stakeholders.
- Support cross-department coordination with Payroll Purchasing Accounts Payable Accounting and Grants to ensure timely and accurate processing of requests.
- Communicate information and provide assistance in the absence of the executive director.
Records Reporting and Compliance
- Maintain organized physical and electronic files in accordance with district procedures and records management practices.
- Prepare and process forms reports and documentation with a high level of accuracy and attention to detail.
- Support compliance with district policies procedures and financial processes.
Financial and Operational Support
- Support tracking and documentation of departmental financial activities.
- Assist with maintenance and updates of departmental webpages and digital resources.
- Provide general operational support to ensure efficient department workflow and service delivery.
Additional Responsibilities:
- Adhere to all district policies procedures and expectations as outlined in the employee handbook and administrative regulations.
- Follow district safety protocols and emergency procedures.
- Participate in professional development faculty/department meetings and special events as assigned.
- Perform additional duties as assigned to support the mission and goals of the department and district.
Supervisory Responsibilities:
- None
Mental Demands/Physical Demands/Environmental Factors:
Tools and Equipment Used: Standard office equipment including personal computer and peripherals; multi-line phone system
Posture: Continuous sitting
Motion: Repetitive hand motions including reaching. Frequent keyboarding and use of mouse.
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: Reception desk in the administrative/central office
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
Required Experience:
IC
