Administrative Assistant to Teaching and Learning

JOB TITLE: Administrative Assistant to Teaching and Learning

CLASSIFICATION: Classified

FLSA STATUS: Non-Exempt

IMMEDIATE SUPERVISOR: Director of Teaching and Learning

RECEIVES GUIDANCE FROM: Director of Teaching and Learning

PURPOSE OF THE POSITION:

This role provides comprehensive administrative support to the Director of Teaching, ensuring the efficient operation of curriculum and instructional processes. It manages communications, coordinates schedules, tracks instructional materials, maintains accurate records, and supports district-wide teaching and learning initiatives.

QUALIFICATIONS:

(Skills, Knowledge, Abilities, Education, Certification/Licensure, Experience, Equipment)

Skills, Knowledge, and Abilities:

1. Proficiency in standard office equipment (computer, printer, scanner, copier, fax, etc.).

2. Strong verbal and written communication skills for professional interaction and correspondence.

3. Ability to create, format, and edit clear and professional documents.

4. Strong organizational skills with the ability to multitask and meet deadlines.

5. Customer service-oriented with a positive approach to interactions.

6. Ability to manage and maintain databases accurately.

7. Proficiency with Google Suite and ability to learn additional applications.

8. Strong project management skills to track multiple tasks and deadlines.

9. Self-directed with good judgment and decision-making abilities.

Education:

1. At least one year of specialized training beyond high school.

Experience:

1. 3-5 years of experience as an executive secretary or office manager.

Equipment:

1. Proficiency in using office equipment including phones, tablets, laptops, and scanners.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

1. Serve as a receptionist, greeting visitors professionally and directing them appropriately.

2. Maintain a log of calls, messages, meetings, and appointments.

3. Sort, distribute, and manage incoming mail.

4. Draft, edit, and format correspondence, memos, agendas, and flyers.

5. Order and distribute supplies for programs and personnel.

6. Process, place, and track instructional materials orders to ensure timely receipt and processing.

7. Receive orders and accurately manage instructional material inventory.

8. Document processes and provide guidance to buildings with instructional materials ordering and distribution.

9. Maintain organized office files for programs and administrators.

10. Track and manage curriculum materials inventory.

11. Manage and update budgets, ensuring accuracy and compliance.

12. Coordinate and manage printing services for instructional materials.

13. Communicate with building personnel regarding deliveries and logistics.

14. Assist in scheduling and coordinating professional development sessions and meetings.

15. Maintain and update district-wide curriculum and instructional material records.

16. Provide administrative support for special projects and district initiatives.

17. Track deadlines and ensure smooth execution of teaching and learning projects.

18. Coordinate and manage the Director of Teaching and Learning’s calendar, including scheduling meetings, appointments, and events.

19. Assist in preparing reports, presentations, and materials for meetings and training sessions.

20. Support communication efforts related to curriculum updates, initiatives, and instructional resources.

21. Maintain reliable attendance and consistent support for district operations.

22. Perform other duties as assigned.

SUPERVISION OF OTHERS: None

PHYSICAL REQUIREMENTS:

1. Requires coordination and dexterity in keyboarding, calculating, and handling small objects.

2. Occasional bending, stooping, and kneeling.

3. Ability to lift/move up to 25 lbs.

4. Ability to stand, move, and walk as needed.

5. Drug, tobacco, and alcohol-free workplace.

6. Must be able to see and hear within normal limits with or without corrective aids.

7. Ability to operate a motor vehicle for travel between sites.

WORKING CONDITIONS:

1. Primarily office or school setting.

2. Occasional exposure to body fluids, fumes, noise, and hazardous materials.

TERMS OF EMPLOYMENT:

1. At-will employee.

2. 12-month position.

3. Per Board Policies and administrative guidelines.

4. Performance is evaluated annually.