Admin Assistant to Chief Academic Officer

Job Title:                    Admin Assistant to Chief Academic Officer

Reports to:                Chief Academic Officer

Dept./Campus:          Administration

Classification:            Nonexempt

Primary Purpose:

Work under minimum supervision to provide advanced clerical services to the cabinet-level administrator assigned. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of school district organization, operations, and administrative policies

Ability to read and comprehend instructions, correspondence, and memos

Ability to make independent decisions regarding planning, organizing, and scheduling

Excellent public relations, organization, communication, and interpersonal skills

Ability to use software and Microsoft applications      

Ability to multi-task numerous complex administrative activities

Experience:

Advanced secretarial experience with extensive contact with people preferred

Major Responsibilities and Duties:

Clerical Support

• Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
• Schedule appointments and maintain the administrator’s calendar.
• Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
• Make travel arrangements including making hotel reservations and turning in conference registration forms.  
• Reception and Phones
• Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to (cabinet-level administrator) or other administrators.

Policy, Reports, and Correspondence

• Compile pertinent data used to prepare various required federal, state and local reports.
• Perform routine bookkeeping tasks and maintain multiple budgets, including state and federal grant budgets. Prepare and process department and CTE purchase orders and payment authorizations.
• Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.
• Compile, maintain, update and file all reports, records, and other documents as required on district platforms.

Other

• Comply with policies established by federal and state laws and regulations, and local board policy.
• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.
• Display tolerance necessary for accepting supervision for and criticism of job performance.
• Work in harmony with supervisory, faculty, and peer personnel.
• Use professional information discreetly and judiciously.
• Support and follow administrative and Board policy.
• Represent the school system to the community in a positive, professional way.
• Maintain a sincere, friendly attitude toward patrons.
• Perform other duties as assigned.

Supervisory Responsibilities:

            None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Personal computer and peripherals; standard instructional equipment; [P.E. teachers: automated external defibrillator (AED)]

Posture: Prolonged standing; frequent kneeling/squatting, bending/stooping, pushing/pulling, and twisting

Motion: Frequent walking

Lifting: Regular light lifting and carrying (less than 15 pounds); may lift and move textbooks and classroom equipment

Environment: Work inside, may work outside; regular exposure to noise

Mental Demands: Maintain emotional control under stress; work prolonged or irregular hours

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.