About This Role
This administrative assistant position provides high-level administrative, operational, and technical support to the Chief Academic Officer (CAO) and the Teaching and Learning Department. The role involves coordinating department operations, managing communications and schedules, and ensuring efficient office functions. It suits a professional who can exercise discretion and sound judgment while managing multiple priorities and supporting the district's instructional goals.
Responsibilities
- Provide high-level administrative and operational support to the Chief Academic Officer and Teaching and Learning Department
- Coordinate calendars, meetings, travel, workshops, conferences, and department events
- Prepare agendas, presentation materials, reports, spreadsheets, correspondence, and other documents for leadership meetings, School Board meetings, district initiatives, and state or federal reporting requirements
- Maintain records, files, reports, contracts, and departmental documentation in accordance with district, state, and federal requirements
- Maintain confidentiality of sensitive personnel, labor relations, legal, student, and organizational information
- Serve as a liaison between the CAO, district administrators, school staff, community partners, outside agencies, and the public
- Coordinate communication and workflow among Teaching and Learning departments, district programs, and school sites
- Assist in the preparation, coordination, and maintenance of reports, communications, records, and materials related to district operations, organizational planning, department initiatives, and assigned projects
- Support the CAO with sensitive administrative matters requiring discretion, judgment, confidentiality, and attention to detail
- Monitor timelines, project deliverables, expenditures, and assigned department activities to ensure compliance with district procedures and reporting requirements
- Assist with department budgeting, purchase requisitions, invoices, reimbursements, and financial tracking
- Support the coordination of professional learning activities, curriculum initiatives, instructional programs, grants, and department projects
- Attend meetings and record, transcribe, and distribute minutes as needed
- Respond to inquiries, concerns, and requests for information with professionalism, accuracy, discretion, and excellent customer service
- Interpret and apply district policies, procedures, regulations, and administrative guidelines as applicable to assigned responsibilities
- Maintain department webpages, databases, spreadsheets, records systems, and organizational systems as assigned
- Exercise independent judgment in prioritizing assignments, resolving issues, and managing workflow in a fast-paced environment
