What are the responsibilities and job description for the Executive Assistant, Teaching/Learning position at Mesa County Valley School District 51?
- Executive and Administrative Support
- Manage the Executive Director’s (ED) master schedule, including calendar coordination, meeting logistics, and travel arrangements.
- Prepare agendas, presentation materials, reports, and meeting minutes for executive, department, and district-wide meetings.
- Draft, review, and distribute correspondence, communications, and announcements on behalf of the ED.
- Serves as a liaison between the ED, department leadership, and other stakeholders, ensuring effective communication.
- Maintain confidential records and documentation in compliance with district policies.
- Support department initiatives, projects, and strategic planning efforts, tracking progress and ensuring deadlines are met.
- Public Relations and Communication
- Act as the first point of contact for inquiries, directing concerns to the appropriate department or personnel.
- Respond to internal and external communications, ensuring timely and professional interactions with staff, parents, and community members.
- Financial and Budget Support
- Assist with budget tracking, financial reporting, and expenditure monitoring for the department.
- Manage mileage reimbursement, purchase orders, invoices, P-Card reconciliations, and other financial transactions in compliance with financial and district policies.
- Professional Learning Coordination
- Plan, organize, and coordinate district-wide professional learning opportunities for educators and staff.
- Book venues, schedule sessions, and communicate with presenters.
- Manage registrations, participation records, and professional learning documentation.
- Curriculum and Instructional Support
- Assist with curriculum-related tasks, including coordinating instructional materials and supporting large-scale academic initiatives, such as new curriculum adoptions or implementations.
- Streamline instructional support processes by managing resources and maintaining communication between departments.
- School Transition Support
- Coordinate logistics for school/classroom changes, adjustments, and closures, ensuring smooth transitions for instructional-related needs such as furniture, materials, and staffing changes.
- Track impacted schools and coordinate efforts with the Chief Operating Officer (COO) to minimize disruptions.
- Other Duties
- Additional tasks, duties, and responsibilities may be assigned as needed/requested.
- Associates’ Degree in business, office management, bookkeeping, marketing or other acceptable equivalent required
- Preference given for Bachelors’ degree in acceptable field
- Minimum three years’ experience required in office management, administrative/executive assistant roles
- Preference given for applicants with prior school district experience
- Criminal background check required for hire
- Valid Colorado driver’s license or valid Colorado identification required
- Current Colorado State Public Notary or ability to obtain within 30 days of hire
- Knowledge of budget management, purchasing procedures, and financial tracking
- Event planning and coordination skills, including managing logistics and communicating with presenters.
- Proficiency in office management, records retention, and compliance procedures
- Ability to be adaptable and flexible with collaborative critical thinking and problem-solving capabilities
- Clear and effective written and verbal communication skills
- Strong customer service skills, with the ability to provide support in a professional and approachable manner
- Commitment to handling sensitive and confidential information with the highest ethical standards
- Strong interpersonal skills to collaborate with staff and various stakeholders
- Ability to lead, communicate, interact and work effectively and cooperatively with people from diverse ethnic and educational backgrounds
- Ability to follow applicable federal, state, local laws and Board of Education policies, in addition to building and department procedures
- Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator
- Proficient in Microsoft Office Suite, Google Workspace, financial systems, and learning management platforms.
- Strong attention to detail, problem solving, collaborative decision-making and analytical skills
- Well-developed knowledge and research skills/experience and presenting complex data in an understandable format
- Well-developed writing, organizational, scheduling, report writing and record keeping skills
- Ability to manage multiple priorities and frequent interruptions in a timely manner
- Ability to use de-escalation skills to diffuse and manage stressful and fluid situations
- Ability to adapt to changing priorities while maintaining a high level of professionalism
JobID: 11382
Position Type:
Administrative Support Staff/Administrative Assistant
Administrative Support Staff/Administrative Assistant
Date Posted:
3/6/2025
3/6/2025
Location:
Emerson Building
Emerson Building
Date Available:
2024-25
2024-25
Closing Date:
Open Until Filled
Job Title: Executive Assistant, Teaching/LearningOpen Until Filled
Pay Program: Support Staff, Non-Exempt
Pay Range: Range 16 $26.91 - $29.99
Work Year: Year-Round
Reports to: Executive Dir, Teaching/Learning
Direct Reports: This position has no supervisory responsibilities.
Summary
Under the general supervision of the Executive Director (ED), this position provides high-level administrative, operational, and logistical support to ensure the smooth execution of district-wide curriculum initiatives, professional learning, and instructional planning. This position manages scheduling, communication, budget tracking, and event coordination, serving as a liaison for the Teaching/Learning Department.
Essential Responsibilities - To perform this job successfully, an individual must be able to perform each essential responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequency of responsibility, percent of time and work year may vary based on department or building assignment.
Job Responsibility Description
Education and Experience
Acceptable demonstration of acceptable education and/or experience will be at the sole discretion of the District.
Licenses, Registrations or Certifications
Knowledge, Skills and Abilities
Salary & Benefits:
View all salary schedules for the current school year at: https://www.d51schools.org/departments111/human-resources/salary-schedules
Information regarding D51 Benefits can be found here: https://www.d51schools.org/departments111/human-resources/employee-benefits
Salary : $27 - $30
