Executive Assistant to the Associate Superintendent of Instruction

Position Start Date

Salary/Wage

Terms/Schedule

Appointment Type

Description

The School District of La Crosse is accepting applications for a 1.0 FTE Executive Assistant to the Associate Superintendent of Instruction at the Hogan Administrative Center beginning December 23, 2024.

The pay rate for this 12 months/year, nonunion hourly position for 2024-2025 is $30.28 per hour.

Accountability Objectives: The Executive Assistant will ensure the efficient operation of the Associate Superintendent's office while also providing administrative support for Summer School and assisting the Elementary and Secondary Directors.

Position Characteristics:
Recruited by: Associate Superintendent of Instruction
Compensation: Set annually by the District
Reports to: Associate Superintendent of Instruction, Directors of Elementary and Secondary Education, and the Supervisor of Summer School
Coordinates with: Superintendent, Executive Director of Business Services, various Directors, Supervisors, Principals, and Executive Assistants

POSITION RESPONSIBILITIES:

1. Executive Assistant to the Associate Superintendent

a. Coordinate the daily operation of the Office of the Associate Superintendent of Instruction.

b. Help support the Directors of Elementary and Secondary Education.

c. Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Associate Superintendent of Instruction.

d. Actively participate in the development and day-to-day maintenance/oversight of the Associate Superintendent of Instruction’s budget. This includes preparing and maintaining documentation, preparing requisitions for services and supplies, and running monthly budget reports.

e. Administer, manage, and maintain websites for the Associate Superintendent of Instruction.

f. Collaborate with the Superintendent and Associate Superintendent of Instruction to prepare all salient reports and documents for Board of Education meetings.

g. Prepare agenda and minutes for various team, committee, and task force meetings as assigned.

h. Read, research, and appropriately route correspondence (e.g. e-mail, snail mail, etc.).

i. Draft letters, documents, reports, and presentations; prepare executive responses via memos, letters, and electronic correspondence.

j. Complete a broad variety of administrative tasks for the Associate Superintendent including managing an active calendar of appointments, arranging travel plans, itineraries, and documents for travel-related meetings, etc.

k. Support personnel evaluation processes and procedures in various capacities (data input, training, communication, etc.).

l. Update the Virtual Backpack with community event flyers; this includes reviewing and providing approval of community flyers.

m. Address other responsibilities as may be assigned by the Associate Superintendent of Instruction, Directors of Elementary and Secondary Education.

2. Summer School Program

a. Assist with the development of the summer school brochure.

b. Assist with preparations for on-line registration for summer school classes.

c. Assist with getting enrichment class proposals with all necessary information from interested staff in a timely manner.

d. Assist families with the registration process for summer school classes, inform families of canceled classes, start wait lists for classes as needed, communicate with wait list families as openings become available and provide busing information.

e. Add class registrations to Skyward, enter specific registrations for different departments, and continually update registration numbers.

f. Send out confirmation letters to all families including last-minute requests for reading and math classes.

g. Assist with keeping the class master list up to date.

h. Assist with collecting data, running reports, and developing the annual report to the board of education/state.

i. Develop various reports allowing district staff to track important data and trends with student enrollment, budget, and other factors.

j. Work in coordination with the district transportation office to assist with transportation concerns, questions, and challenges as they relate to summer school.

k. Assist with communications to all summer school staff as necessary.

l. Ensure payroll forms are submitted to the Payroll Office on time and attendance forms are accurate and timely.

m. Communicate with families for whom tuition is required for summer school enrollment and ensure tuition is paid prior to the first day of student attendance.

n. Perform other duties as assigned.

Qualifications

POSITION QUALIFICATIONS:
A. High school diploma plus two-year Associate Degree required (executive assistant, office management, or business management), Bachelor’s Degree preferred.

B. Three to five years of progressively responsible administrative or executive assistant duties (educational experience preferred).

C. Any combination of education and experience that provides equivalent knowledge, skills, and abilities may be given consideration.

D. Bachelor level or higher is desirable

GENERAL REQUIREMENTS:

1. Exceptional organizational skills that reflect the ability to prioritize and perform multiple job-related responsibilities seamlessly with excellent attention to detail.

2. Demonstrate pragmatic judgment, problem solving, and decision-making skills.

3. Proficiency utilizing contemporary technology and applications including, but not limited to, Microsoft Office, Skyward, and various communication and social media tools.

4. Ability to partner with– and support– others (district personnel and public laypeople).

5. Intrinsic motivation to produce high quality work without need for direct supervision.

6. Ability to work proficiently with myriad department functions including prioritizing needs, addressing matters expeditiously, and following through on projects to successful completion (often with established deadlines).

7. Capacity to execute oral and written directions; be familiar with sources of information.

Applicants are requested not to contact or send application materials to individual building principals. To be given full consideration, please closely follow the application instructions in WECAN and upload the required additional application materials to your WECAN account, including two letters of recommendation.

After application submission, you will NOT be able to modify your application or add additional application materials. Only application materials submitted with your WECAN application will be accepted (i.e. resume, letters of recommendation). Please DO NOT EMAIL or mail application materials as they cannot be given consideration. Submit your application once it is complete.

The School District of La Crosse is an equal opportunity employer and does not discriminate against applicants on the basis of actual or perceived: age, sex, race, religion, national origin, ancestry, creed, socio-economic status, marital status, pregnancy, sexual orientation, gender identity, gender expression, gender nonconformity, physical, mental, emotional or learning disability, citizenship, military service, membership in the National Guard, state defense force, or any other reserve component of the military forces of Wisconsin or the United States, political affiliation, or any other factor prohibited by state and federal law.

The School District of La Crosse values equity and diversity in our student population as well as staff members. Applications from diverse segments of the population are encouraged and welcomed.

We prohibit retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or government, or against any individual(s) who assist or participate in the investigation of any complaint.

Candidates seeking accommodations during an interview are encouraged to indicate such at the time they are contacted to interview.

Additional Requirements