Permanent full time position to begin 7/1/2026.

Salary range is pending final budget approval for the 2026-27 school year; posted salary range is for the 2025-26 school year.

Job Title:                    Administrative Assistant to the Chief Academic Officer

Supervisor:                Chief Academic Officer

Job Classification:      Confidential

FLSA Status:               Exempt  

Days:                          260

Summary:  

The Administrative Assistant to the Chief Academic Officer (CAO) provides high-level administrative, operational, and technical support to the CAO and the Teaching and Learning Department. This position serves as a primary liaison between the CAO, district administrators, school staff, outside agencies, and the public. Responsibilities include coordinating department operations, managing communications and schedules, preparing reports and presentation materials, maintaining records and departmental information, supporting district initiatives and projects, and ensuring efficient office operations. The position regularly handles sensitive and confidential information related to district operations, personnel, students, and organizational matters.

The Administrative Assistant exercises professionalism, discretion, sound judgment, and organizational leadership while managing multiple priorities and supporting the instructional goals and strategic priorities of the district. Work is frequently performed under tight timelines and may require flexibility in scheduling and work hours.

Essential Duties and 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. Maintains 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.
• Work collaboratively with district staff and demonstrate strong interpersonal and customer service skills.
• Maintain competency in all position responsibilities.
• Comply with all safety and work rules, policies, and procedures.
• Responsible for proper utilization, operation, and maintenance of department resources.
• Provide support to other positions as needed.
• Perform other related duties as assigned.

Supervisory Responsibilities:     

All Medford School District employees supervise students and maintain a safe environment.

Qualifications:  An individual must be able to perform each essential duty satisfactorily. The requirements below represent the knowledge, skills, and abilities required. Reasonable accommodations may enable individuals with disabilities to perform essential job functions.

Education and/or Experience:  High school diploma or General Education Diploma (GED) required; associate’s degree preferred. Minimum of five years of progressively responsible administrative support experience, including experience supporting executive-level administrators or complex department operations preferred. Experience in public education or a similarly regulated environment preferred.

Knowledge of office administration practices, project coordination, records management, budgeting processes, and organizational operations is required. Thorough knowledge of district procedures, state and federal regulations, and confidentiality requirements is preferred.

Interpersonal Skills: Exhibits a high degree of professionalism, diplomacy, discretion, and judgment in dealing with district staff, administrators, students, parents, community members, and outside agencies. Demonstrates the ability to work collaboratively in a team environment while managing multiple priorities and deadlines. Maintains confidentiality and security of sensitive information.

Language Skills:  Ability to communicate effectively verbally and in writing. Ability to prepare reports, correspondence, agendas, presentation materials, and other written communications in a professional manner. Ability to read, interpret, and apply policies, procedures, legal documents, contracts, reports, and administrative guidance.

Mathematical Skills: Ability to calculate figures and amounts such as percentages, ratios, and budget totals. Ability to maintain accurate financial and statistical records and prepare reports with a high degree of accuracy and attention to detail.

Reasoning Ability:  Ability to analyze information, solve practical problems, prioritize work, and manage multiple projects and deadlines with limited supervision. Ability to exercise sound judgment and maintain confidentiality in sensitive situations.

Computer Skills: To perform this job successfully, an individual must be proficient with word processing, spreadsheets, databases, presentation software, email, virtual meeting platforms, and other standard office technology. Experience with student information systems, financial systems, and Google/Microsoft platforms preferred. Ability to keyboard at 50 wpm preferred.

Physical Demands: The physical demands described here must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may enable individuals with disabilities to perform essential job functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee must regularly sit, use hands for fine manipulation, handle objects, and frequently reach with hands and arms. The employee is occasionally required to walk, stand, stoop, and crouch and regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus.

Work Environment: The work environment characteristics described here represent those employees encounter while performing the essential functions of this job. Reasonable accommodations may enable individuals with disabilities to perform essential job functions. The noise level in the work environment is usually low. 

Equal Opportunity Employer

Medford School District 549C is an Equal Opportunity Employer, and in accordance with Federal and State legislation, including Title IX, title VIII, ORS 659.150, does not discriminate on the basis of race, color, sex, sexual orientation, gender identity, marital status, religion, national origin, age, or disability in employment or educational programs.

Medford School District 549C is an equal opportunity employer and provides qualifying veterans and disabled veterans with preference in employment in accordance with ORS 408.225, 408.230, and 408.235. 

Qualifying veterans and disabled veterans may obtain preference by submitting as verification of eligibility, a copy of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) or a letter from the US Dept. of Veteran’s Affairs indicating receipt of a non-service connected pension to your application by the closing date.  Disabled Veterans must also submit a copy of their Veteran’s disability preference letter from the Dept. of Veteran Affairs, unless the information is included on the DD Form 214/215.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions, or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) whenever it deems advisable.