Executive Assistant

Description:

Job Category: Year-Round - Salaried Professional Employees

Classification: FTE 1.0

Job Location: Onsite

Starting Salary: $46,200 - $76,800

Reports To: Chief Academic Officer

Description

Hmong College Prep Academy’s mission is to provide the best integrated, challenging, and well-rounded educational experience to students in grades K-12. If you want to make a difference as part of a dynamic educational community, we invite you to apply to join our team at Hmong College Prep Academy where graduates will be rich in experiences, culture, knowledge and pride, and will be ready for the challenges of college and beyond.

Position Summary

HCPA is a Title I Charter School that serves students through a school-wide plan for instruction that is focused on the needs of at-risk students. This position provides executive level support to the CAO. In addition to executive support duties, this position is responsible for special projects on the CAO’s behalf as assigned, managing all aspects of Board meeting logistics, and assisting the CAO with governance oversight.

Responsibilities

Executive Support

• Provide Administrative Assistance to the CAO
• Manage special projects on the CAO’s behalf as assigned.
• Strategic Support and Development: understand the functional areas of the school to effectively participate and execute the strategic work of the CAO.
• Assist the CAO with calendars, scheduling and rescheduling and daily task management.
• Manage email for CAO, including routing, responding to and preparing an overview/FYI/task list. This requires maintenance of confidentiality.
• Ensuring teacher licensures align with MDE requirements by supporting all license application process, tracking, PELSB inquiries etc.
• Track and create CEU for licensed teachers
• Support student teaching placement efforts in coordination with Directors, HR and other departments
  
  

Board Meetings

• Project Management: projects related to quarterly Board meeting, Board and Committee agendas, and site visits.
• Preparation of reports and PowerPoint presentations for quarterly board meetings
• Manages all aspects of Board meeting logistics,
• Ordering/Contracts/Vendors
• Maintains all service contracts
• Manages relationships with various vendors as needed
• Prepares purchase orders; places and verifies orders for supplies and equipment, verifies the receipt of items for instructional teaching staff
  
  

Budgeting/Audit

• Assists with budgeting and auditing and monitoring budget related matters
• Acts as point of contact throughout the annual audit between the school and external auditors
• Provides, gathers and ensures external auditors receive the requested information necessary to complete the audit
• Attends annual budget meeting
• Review SPED invoicing for accuracy
  
  

Other misc. duties as needed

• Planning for school events, off-sites and celebrations
• Supervise student activities, which may include:
• Bus duty – assist with walking students to the busses at the end of the day
• Breakfast and/or lunch duty – assist with monitoring based on a rotational schedule
• Manages various reports as requested by CAO or other staff
  
  

Accountabilities

• Supports school goals and objectives consistent with the vision, mission, and values of HCPA.
• Participates in creating a culture of excellence, teamwork and collaboration amongst the staff, teachers, students, and families; a culture that is positive, open to the views of others, and uses social skills to resolve conflicts.
• Establishes and maintains effective and cooperative relationships with students, parents, teachers, and other school staff.
• Responds appropriately and promptly to parent, student, and staff member needs.
• Maintains strict confidentiality regarding students and the educational setting.
  
  

Engagement Activities

Volunteer activities

One volunteer activity is Required. Salaried employees may select the activity that best fits with their interests and areas of expertise. These activities may include school dances, prom, concerts, theatre productions, etc.

Required Activities:

• Fall and Spring Parent /Teacher Conferences
• Literacy Night or Steam Night
• New Student Open House
• HCPA Graduation
  
  

Misc. Committees

There are many additional opportunities for salaried staff to engage with the community and personally expand their skills. Participation in these committees is highly encouraged.

Requirements:

Required Qualifications

• Bachelor’s degree (in business administration or other relevant field), or equivalent work experience
• 5 years’ business office/business management experience
• Ability to be proactive, anticipate and respond to needs, stay calm
• High standards regarding accuracy and attention to detail
• Professional acumen – ability to work across all levels of the school; ability to work independently but also as part of a team
• Outstanding judgment, initiative, and the capacity to get things done
• Ability to navigate situations and processes with a high level of customer service and interpersonal awareness, and to be proactive and anticipate needs and potential issues
• Knowledge of Microsoft Word and other computer software
• Ability to work independently as well as a team player with other office staff
• Ability to format, proof and polish presentations, design experience a major plus!
• Administrative writing, basic reporting and supply management skills
• Thrives in a fast-paced environment.
• Strong interpersonal skills - the ability to work effectively with students, parents, district staff and community members from diverse backgrounds.
• Ability to communicate effectively, both verbally and in writing.
• Excellent organizational and time management skills; ability to multi-task.
• Knowledge of the programs, functions, and procedures of a school setting.
• Ability to remain calm in emergency and stressful situations.
• Ability to exercise initiative and sound and effective judgment within established guidelines.
  
  

Preferred Qualifications

• Previous supervisor or leadership experience
• Experience in an educational setting
• 5 years’ administrative Office Manager experience
  
  

Work Environment/Conditions

• Duties are normally performed in a school/classroom environment; school building is a multi-level building that has an elevator and is accessible.
• Position requires extensive interaction with children of all ages.
• Possible exposure to loud and noisy locations (e.g. loud classrooms or cafeterias; children speaking or laughing loudly).
• Operate standard equipment (computer, fax machine, telephone, copier machines, etc.).
• Fast-paced environment.
• Requires frequent keyboarding which calls for repetitive motion and rapid eye movements, frequent use of the telephone.
• Position requires the ability to sit for extended periods of time, ability to push, reach, or bend.
• Work may require weekend and/or evening work and some travel may be required.
  
  

For details on the benefits program go to: https://www.hcpak12.org/Page/136

To apply or check out other opportunities, go to https://www.hcpak12.org/careers

Equal Employment OpportunityHmong College Prep Academy District is an equal opportunity employer and supports an inclusive workplace environment.

Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This document does not create an employment contract, implied or otherwise. It does not alter the "at will" employment relationship between the school and the employee.