Job Description
Department/Location: District Office
Reports To: Assistant Superintendent of Academic Services
Assistant Superintendent of Student Support
Additional Support: Director of Strategic Partnerships & Career Pathways
Work Schedule/Term: 12-Month Position
FLSA Status: Non-Exempt
Position Summary
The Administrative Assistant for Academic & Student Services provides comprehensive administrative, organizational, and clerical support to the Departments of Academic & Student Services. This position supports district initiatives related to curriculum, assessment, school improvement, accreditation, special education, student support services, Career and Technical Education (CTE), workforce development, grants, professional development, communications, and strategic partnerships. The Administrative Assistant serves as a central point of coordination for department operations, communications, records management, compliance activities, and stakeholder engagement while helping ensure the efficient and effective delivery of district programs and services.
Essential Duties & Responsibilities
Department & Program Support
Provides administrative and clerical support for the Academic Services and Student Services Departments and assigned department staff.
Manages calendars, schedules appointments, and coordinates meetings, events, and activities.
Prepares correspondence, reports, presentations, agendas, and other documents.
Maintains department records, files, databases, and confidential information.
Processes purchase requisitions, payment vouchers, and other financial documentation.
Answers phones, responds to inquiries, and directs requests to appropriate personnel.
Assists with special projects and departmental initiatives as assigned.
Department & Program Support
Provides administrative support for curriculum, school improvement, accreditation, student services, grants, and strategic partnership initiatives.
Assists with professional development registration, scheduling, materials preparation, and recordkeeping.
Maintains records related to school improvement initiatives, accreditation activities, grants, and district programs.
Assists with data collection, organization, and reporting related to academic programs and initiatives.
Supports communication and coordination between district departments, schools, vendors, and external partners.
Assists with internship, apprenticeship, job shadowing, and career exploration program logistics.
Maintains databases and tracking systems related to partnerships, student participation, and program outcomes.
Assists with special events, career fairs, workforce development activities, and partnership recognition programs.
Communication & Customer Service
Serves as a point of contact for internal and external stakeholders.
Communicates professionally with students, staff, families, business partners, community organizations, and government agencies.
Assists with the preparation and distribution of newsletters, communications, marketing materials, and department updates.
Maintains department webpages, social media, forms, and informational resources as assigned.
Provides exceptional customer service and responds to inquiries in a timely and professional manner.
Records Management & Compliance
Maintains accurate records and documentation in accordance with district policies and applicable regulations.
Assists with state, federal, grant, accreditation, and program reporting requirements.
Ensures confidential information is handled appropriately and securely.
Maintains compliance with district procedures regarding records retention and data management.
Other Duties
Qualifications
Education & Experience
High School Diploma or GED required; an Associate's degree, business school training, or related post-secondary education preferred.
Minimum of two years of administrative or office support experience.
Experience working in education, workforce development, grant management, or a related field preferred.
Experience with data management, spreadsheets, social media platforms, and office technology required.
Knowledge, Skills & Abilities
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace or similar platforms.
Proficient in Canva, Adobe, or similar software.
Knowledge of business English, grammar, spelling, and professional correspondence.
Strong organizational, record-keeping, document management, and time-management skills.
Ability to communicate clearly and professionally in writing and verbally.
Ability to work independently while supporting multiple administrators and projects simultaneously.
Ability to maintain confidentiality and handle sensitive information.
Strong attention to detail and problem-solving skills,
Physical & Environmental Requirements
Physical Requirements
Frequent keyboarding, sitting, standing, walking, speaking, and light lifting (up to 25 lbs).
Ability to operate standard office equipment, including computer, printer, copier, and phone systems.
Ability to occasionally lift and carry materials weighing up to 50 pounds.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Work Environment
Work performed in an office setting with occasional visits to school buildings or businesses.
Frequent interaction with staff, students, parents, business partners, community organizations, and government agencies.
May require attendance at occasional evening meetings, career events, professional development activities, or community functions.
This job description is not intended to be all-inclusive.
Duties and responsibilities may change at any time with or without notice.