Teaching and Learning Executive Assistant

Work Year: 12 months Bargaining Unit: OSEA FLSA Status: Non-exempt Salary: Range - M JOB TITLE: Teaching and Learning Executive Assistant REPORTS TO: Director of Teaching and Learning GENERAL DUTIES SUMMARY: Coordinates preparation for training, professional development, and meetings. Supports Teaching and Learning administrator and teachers on special assignment (TOSAs). This position requires an individual with expertise in computer applications, which include, but are not limited to, databases, spreadsheets, and enterprise systems. Must have excellent organizational skills and be able to support multiple staff members. Performs budget monitoring, procurement processing, curriculum ordering, contract administration, and event logistics. Must be able to communicate effectively with parents, district staff, vendors, and community members regarding departmental matters. ESSENTIAL DUTIES and RESPONSIBILITIES: Budget & Financial Management Maintain departmental budgets and grant accounts. Prepare and monitor department budget allocations. Process procurement card statements, blanket PO requisitions, purchase orders, and vendor invoices. Prepare and track individual/agency professional services agreements, addendums, and amendments with vendors. Curriculum & Instructional Materials Management Coordinate yearly and adoption curriculum orders; request vendor quotes, verify enrollment data, process orders, and prepare Letters of Intent as needed. Maintain organized warehouse curriculum inventory and fill school requests. Support the Curriculum Renewal and Adoption Process: monitor state adoption calendars, coordinate publisher presentations, facilitate pilot processes, request digital/physical samples, collect feedback, and process associated agreements. Process department timesheets for training and meetings. Maintain substitute system accounts for the department, review reports and files regularly for accuracy. Event Logistics & Professional Development Support Reserve training and meeting locations. Prepares materials and rooms for training and meetings. Administrative & Operational Support Maintain and continually develop spreadsheets and reports. Answer phones and take detailed messages Communication & Liaison Responsibilities Independently compose routine correspondence without supervision. Be responsible for the development and maintenance of record keeping and filing systems. Notify the department administrator of potential problems within the District. Type reports, memoranda, letters and legal documents; compose correspondence in accordance with standard procedures. Perform research projects for the administrator. Serve as a liaison person with teachers, principals and central office administrator. Compile statistical data and prepare reports. Keep the administrator aware of disposition of certain activities and institute additional inquiries or processes on own initiative or at the direction of the administrative official. Primary responsibility for organization, planning, and coordination of annual Classified Inservice. Support logistics for Administrator and Licensed Inservice and Professional Development events. Order department, training, and meeting supplies. Maintain and update department webpages, Google Groups, and reference folders. Communicate sensitive information to staff, students, parents, and community members as required. Identify potential problems in the workplace and notify appropriate personnel. Prioritize multi-tasks from a variety of sources, ensuring timely completion. Assist in building and maintaining an office team to support the needs of the administration and schools. Marginal Duties and Responsibilities: Deliver messages, packages, supplies as required. QUALIFICATIONS: Minimum: Ability to analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations. Prepare documents without spelling, punctuation, capitalization, word usage and sent…

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