Administrator's Assistant

The General Administrative Assistant provides comprehensive administrative operational and clerical support to departmental directors leadership teams and associated staff. This role serves as a key member of the support team by coordinating projects managing calendars processing data supporting stakeholder communications organizing events and assisting with procurement and operational functions to advance departmental goals.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

The essential functions or duties listed below are intended only as illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar related or a logical assignment to the position.

1. Calendar & Event Coordination

• Meeting Logistics: Schedule and coordinate internal and external meetings interviews professional development (PD) sessions staff evaluations and vendor or committee meetings.
• Event Management: Manage room bookings catering equipment technology setup and overall logistics for on-site and off-site events workshops or conferences.
• Calendar Maintenance: Support leadership personnel by maintaining up-to-date accurate and accessible digital calendars.
• Attendee Coordination: Manage participant lists registrations and follow-up communications for departmental events and recognition programs.

2. Data Entry Records & Reporting

• System Management: Input update validate and maintain data within relevant information management systems to prepare for data analysis and review.
• Report Compilation: Pull reports and compile spreadsheets databases or supporting documentation to fulfill local state federal or grant reporting requirements.
• Data Organization: Extracting and pulling reports organizing complex information and performing data analysis to support decision-making.
• Filing & Compliance: Ensure all departmental records and physical/digital filing systems are highly accurate organized confidential and readily available for reporting or archiving.

3. Budget Management & Procurement

• Financial Tracking: Enter departmental budgets (such as for curriculum and professional development) into designated financial tracking platforms like iVisions.
• Purchase Orders: Enter purchase requisitions track the approval process through purchase order (P.O.) creation and assist with grant expenditure tracking.
• Supply Procurement: Collaborate with business office personnel to manage purchasing invoice processing and the timely procurement and delivery of supplies and resources.

4. Communication & Collaboration

• Stakeholder Liaison: Serve as a primary liaison and professional point of contact between administrators staff external vendors guest speakers community partners and families.
• Inquiry Support: Answer routine questions provide information regarding procedures and handle initial troubleshooting of departmental questions before directing them to appropriate channels.
• Cross-Departmental Synergy: Coordinate with other departments to gather specific information resolve operational issues or advance ongoing projects.
• Absence Coverage: Serve as a reliable point of contact to redirect urgent matters to appropriate personnel when leadership is out of the office.

5. Office Administration & Operational Support

• Resource Preparation: Prepare photocopy and distribute necessary resource materials digital files presentations and meeting agendas.
• Administrative Subscriptions: Complete required organizational forms online registrations and manage digital subscriptions.
• Team Support: Provide clerical backup and support to other administrative personnel during high-demand periods or staff absences.
• Deadline Tracking: Proactively monitor compliance timelines and upcoming deadlines to coordinate necessary documentation from staff and stakeholders.
• Personnel Guidance: Provide day-to-day guidance training and task coordination to teachers and other staff.
• Assessment Support: Support with the preparation and coordination of assessments.

Qualifications & Requirements

EDUCATION AND EXPERIENCE:

• Minimum Education: High School Diploma required; Associates Degree preferred.
• Professional Experience: Minimum of three years of experience in administrative support project coordination office management or a related field.
• Preferred Background: Prior experience managing data preparing reports supporting multiple stakeholders or working within an educational or governmental environment.
• Equivalent combinations of education training and experience will be considered.

ABILITY KNOWLEDGE AND SKILLS:

• Project Mastery: Demonstrated ability to handle multiple priorities manage strict timelines and take ownership of projects from planning to completion with high attention to detail.
• Autonomy: Ability to work independently exercise sound judgment and proactively identify and address operational needs.
• Communication & Service: Excellent written and verbal communication skills alongside a strong customer service orientation.
• Technical Proficiency: High proficiency with Microsoft Office Suite Google Workspace shared digital drives spreadsheets and database platforms. Willingness to learn and master various electronic platforms used for data entry and data analysis.
• Discretion: Ability to maintain a high degree of confidentiality and discretion when handling sensitive organizational or personnel information.
• Adaptability: Flexibility to adapt to changing priorities and work demands in a fast-paced environment.
• Specialized Knowledge: Familiarity with school operations grant tracking or specific educational/technical programs is preferred.
• Language: Bilingual language skills are preferred.

WORK ENVIRONMENT:

The work environment characteristics described here are representative to 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.

While performing the duties of this job the employee is frequently required to stand and talk or hear. The employee frequently is required to walk. The employee must occasionally lift and/or move up to 10 pounds; for example school supplies and books.

Specific vision abilities required by this job include close vision such as to read handwritten or typed material and the ability to adjust focus. The position requires the individual to meet multiple demands from several people and interact with the public and other staff.

The noise level in the work environment is moderate to loud.

All educational and non-academic programs activities and employment opportunities at Greater Lawrence Technical School are offered without regard to race color sex religion national origin ethnicity sexual orientation gender identity homelessness age and/or disability and any other class or characteristic protected by law.

Required Experience:

Unclear Seniority