Administrative Assistant To Directors Of Academics (Elem & Sec)

Job Title: Admin Assistant to Directors of Academics Wage/Hour Status: Non-Exempt

Reports to: Directors of Academics (Elementary & Secondary) Pay Grade: Clerical Pay 6

Dept. / School: Academics Days: 227

Primary Purpose:

Provide administrative and operational support to the Elementary and Secondary Directors of Academics to ensure effective coordination communication and implementation of district instructional systems and academic priorities. This role supports aligned systems across curriculum instruction and operations including coordination with program coordinators and management of Early Childhood tuition processes.

Education / Qualifications:

• High school diploma or GED
• Bilingual preferred

Special Knowledge/Skills:

• Strong organizational communication and interpersonal skills
• Proficiency in Microsoft Office and ability to learn district systems (Eduphoria EduHub etc.)
• Ability to manage multiple priorities meet deadlines and maintain attention to detail
• Ability to maintain confidentiality and professionalism
• Strong customer service skills when interacting with campuses departments and the public

Experience

• Advanced administrative assistant experience with extensive contact with people
• Experience in a public school district preferred

Major Responsibilities and Duties:

• Provide administrative support to both Elementary and Secondary Directors of Academics ensuring aligned workflows and communication
• Coordinate calendars scheduling and workflow across Directors to support department priorities and timelines
• Prepare draft format and distribute communications reports presentations and materials
• Track key projects timelines and deliverables across Academics initiatives
• Ensure follow-up on action items from meetings campus interactions and leadership discussions
• Serve as a primary point of contact and ensure timely accurate communication with campuses and departments
• Support coordination of work across program areas by collaborating with Directors and Coordinators
• Assist coordinators with tracking and organization of program budgets expenditures and purchasing processes
• Support documentation and communication related to program implementation across content areas and grade levels
• Maintain systems that support consistency in communication documentation and workflow across the department
• Coordinate logistics communication and materials for professional development aligned to the district instructional framework (AVID/WICOR)
• Support preparation and organization of materials for instructional initiatives and district training
• Assist with scheduling documentation and communication for Professional Learning Community (PLC) processes
• Maintain records of participation and documentation for professional learning systems
• Assist with coordination of instructional materials including adoption processes and vendor communication
• Support organization access and maintenance of curriculum resources within district systems (e.g. EduHub)
• Maintain document management systems to support instructional alignment and access to resources across campuses
• Coordinate scheduling and logistics for campus visits instructional walks and data tours
• Support preparation and organization of materials and summaries to support data-informed practices
• Maintain records and documentation related to instructional support and follow-up actions
• Assist with budget tracking requisitions and purchasing processes aligned to department procedures
• Support Directors and coordinators in monitoring expenditures and maintaining accurate financial records
• Coordinate travel contracts and vendor logistics
• Maintain documentation related to funding purchases and program implementation
• Maintain accurate tracking systems for Early Childhood tuition payments balances and refund requests
• Process and monitor tuition-related documentation in alignment with district procedures
• Coordinate communication with campuses and departments regarding tuition payments and refunds
• Maintain organized and auditable records for all Early Childhood financial transactions
• Coordinate department meetings leadership sessions and professional development events
• Prepare agendas materials and documentation for meetings
• Maintain records of meeting outcomes decisions and next steps
• Support onboarding and operational integration of new Academics staff
• Maintain organized systems for files reports communications and documentation
• Collaborate with Academics clerk to support aligned workflows and efficient operations
• Support consistency in documentation formatting and communication across the department
• Assist in coordinating workflows and task distribution as directed to support cohesive operations across Elementary and Secondary teams
• Other duties as assigned in alignment with district and Academics and Accountability priorities.

Mental Demands/ Physical Demands/ Environmental Factors:

• Work with frequent interruptions
• Maintain emotional control under stress
• Repetitive hand motions and prolonged computer use
• Occasional prolonged or irregular hours including evenings or weekends

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. I have read understand and attest to the above description and funding relating to my daily activities.

Signature

Date

Required Experience:

IC