Executive Assistant
Curriculum & Instruction Department

Position Title: Administrative Assistant, Curriculum & Instruction
Department: Curriculum & Instruction (C&I)
Reports To: Assistant Superintendent of Curriculum & Instruction
Classification: 12-Month, Non-Exempt (or per district contract)
Location: District Office (with occasional school-site support)

Position Summary

The Administrative Assistant for the Curriculum & Instruction Department provides high-level administrative, organizational, and operational support to ensure the efficient functioning of district-wide instructional programs, initiatives, and services. This role supports curriculum implementation, professional development coordination, assessment systems, and communication across schools.

The position requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities while maintaining confidentiality and professionalism.

Core Responsibilities

1. Executive & Departmental Support

• Provide direct administrative support to the Assistant Superintendent and C&I leadership team
• Manage calendars, schedule meetings, and coordinate logistics for department initiatives
• Prepare agendas, presentations, reports, and correspondence
• Maintain organized digital and physical filing systems for curriculum, assessments, and compliance documents
• Track departmental budgets, purchase orders, and expenditures

2. Curriculum & Instruction Coordination

• Assist in the organization and distribution of curriculum materials and instructional resources
• Maintain curriculum documents, pacing guides, and digital repositories
• Support coordination of textbook adoption processes and instructional material inventories
• Assist with onboarding materials for instructional staff and new hires

3. Professional Development (PD) Support

• Coordinate logistics for district-wide professional development (registrations, materials, attendance tracking)
• Manage PD calendars and communication to staff
• Support summer learning programs, leadership academies, and instructional coaching schedules
• Compile feedback data and assist in PD evaluation reporting

4. Assessment & Data Systems Support

• Assist in coordinating district and state assessments (e.g., scheduling, materials distribution, compliance tracking)
• Maintain assessment calendars and communication timelines
• Support data entry, organization, and reporting for student achievement data
• Collaborate with school sites to ensure timely submission of required data

5. Communication & Stakeholder Support

• Serve as a primary point of contact for principals, teachers, and external partners
• Draft and distribute department communications, newsletters, and updates
• Support preparation of board reports, presentations, and executive summaries
• Coordinate communication related to instructional initiatives and district priorities

6. Compliance & Documentation

• Maintain records to ensure compliance with district, state, and federal requirements
• Assist with documentation for grants, school improvement plans, and reporting requirements
• Ensure confidentiality of sensitive information (student data, personnel information)

7. Project & Initiative Management

• Support implementation of district initiatives (e.g., MTSS, curriculum adoption, instructional frameworks)
• Track timelines, deliverables, and progress monitoring for department projects
• Assist in coordinating cross-departmental collaboration (HR, Special Education, Technology)

Knowledge, Skills, and Abilities

Knowledge

• K�8 educational systems, curriculum, and instructional practices (preferred)
• Office management systems and procedures
• Basic understanding of assessment systems and data reporting

Skills

• Strong organizational and time management skills
• Advanced proficiency in Microsoft Office and Google Workspace
• Data management and reporting skills
• Professional written and verbal communication
• Event and project coordination

Abilities

• Manage multiple priorities and deadlines in a fast-paced environment
• Maintain confidentiality and professionalism
• Work independently and collaboratively
• Anticipate needs and proactively problem-solve
• Provide high-level customer service to diverse stakeholders

Qualifications

• High school diploma or equivalent
• Minimum of 3�5 years of administrative support experience
• Proficiency in office technology systems

Preferred

• Associate's or Bachelor's degree in education, business administration, or related field
• Experience in a school district or educational setting
• Familiarity with student information systems and assessment platforms

Working Conditions

• Primarily office-based with occasional travel to school sites
• May require evening hours for board meetings or professional development events
• Extended screen time and frequent communication responsibilities

Physical Requirements

• Ability to sit, stand, and move throughout the office environment
• Ability to lift up to 25 pounds (materials, supplies)
• Ability to operate standard office equipment

Salary/Benefits: $63,000 - $73,000. The District offers fringe benefits, including life, medical, dental and vision insurance.

Reports To:  Assistant Superintendent of Curriculum and Instruction.

How to Apply: Interested candidates should submit all application materials via district website: https://www.district148.net/district-information/employment

Equal Opportunity Statement

The district is committed to providing equal employment opportunities and does not discriminate on the basis of race, color, religion, national origin, sex, age, disability, or any other protected status in accordance with applicable laws.