Administrative Assistant- Balanced Calendar Dept.

QUALIFICATIONS:

The ideal candidate must possess a high school diploma or GED, with advanced coursework or certification in office administration or a related field preferred. A minimum of three years of experience in administrative support, preferably in an educational or governmental setting, is required. The successful candidate will demonstrate strong organizational, communication, and interpersonal skills with the ability to manage complex schedules, processes, and documentation. Proficiency with Microsoft Office Suite, Google Workspace, and school-based platforms such as TalentEd, ParentSquare, and Bank of America Works is required. Candidates should be comfortable with budget tracking, procurement processes, and financial reconciliation. The ability to collaborate effectively with staff, families, and community partners is essential. Prior administrative or office support experience in a school or district office setting is preferred.

DESCRIPTION:

The Administrative Assistant for the Balanced Calendar Department provides comprehensive administrative support to the Supervisor of Balanced Calendar Implementation and serves as a central liaison within the division office. This role ensures the smooth, efficient, and professional operation of the department by relieving the supervisor of routine administrative tasks and managing a variety of high-level clerical and support responsibilities. The position requires frequent contact with senior school officials, colleges and universities, business leaders, and community stakeholders. The Administrative Assistant must handle complex, sensitive matters with professionalism and independence, contributing to the coordination and implementation of the division’s balanced calendar initiatives. This position plays a vital, multi-functional role in supporting the successful implementation and operation of the district’s Balanced Calendar initiative. This position serves as a central hub of communication and coordination between families, staff, intersession coordinators, and the Director of Balanced Calendar. The role requires managing logistics, financial documentation, communication efforts, and providing hands-on support throughout the planning and execution of intersessions and related initiatives.

GENERAL DUTIES (May not include all duties performed):

• Maintain and manage the master schedule for intersession teacher assignments.
• Process, track, and reconcile supply and field trip requests ensuring budget alignment.
• Serve as the primary point of contact for family inquiries, providing support and guidance through the enrollment process.
• Facilitate internal and external communication through email updates, meeting coordination, and documentation maintenance.
• Create and manage purchase orders, credit card checkouts, and receipts for intersession-related expenses.
• Track and verify payroll documents for teachers, tutors, and transportation staff, ensuring accuracy and timely submission.
• Support intersession coordinators by responding to programming questions and disseminating information and updates.
• Attend intersession coordinator meetings and enrollment events as needed.
• Maintain finance and enrollment tracking systems and generate updated reports for the Director.
• Collaborate with community partners and research potential new partnerships.
• Coordinate marketing efforts, update flyers, and manage distribution schedules.
• Support internal calendar and documentation updates, including BoardDocs submissions.
• Assign and monitor teacher schedule templates in TalentEd; track progress and report statuses.
• Assist with miscellaneous administrative duties such as printing, errands, school visits, and daily support to the Director.
• Perform other administrative tasks as assigned by school administrators.

SUPERVISION:

This position reports directly to the Director of Balanced Calendar and may receive additional guidance or direction from other central office administrators as needed.

WORK CONDITIONS:

Work is performed in a standard office environment with frequent interaction via phone, email, and in-person communication. The position may require occasional travel to schools or external sites for events or meetings. The Administrative Assistant must be able to manage multiple priorities in a fast-paced setting, meet tight deadlines, and respond quickly to changes in schedules or priorities. Flexibility, professionalism, and confidentiality are essential in handling the dynamic responsibilities of this role.

LENGTH OF CONTRACT:

12 months

Salary : $43,130 - $68,403