DISTRICT: Executive Assistant to the Chief Academic Officer - Elementary (Curriculum & Instruction Department)

CLASSIFICATION: Non\-Affiliated Administrator (AN)

Status: Full\-Year, Full\-Time (Hourly, Non\-Exempt)

Contract: Non\-Affiliated Administrator \- Contract Addendum A

Reports to: Chief Academic Officer \- Elementary (Curriculum \& Instruction Department)

Location: TCAPS Administration Building (2075 Cass Rd)

Non\-Affiliated Administrator Employee Benefits Package Overview

Retirement Benefits

This position is eligible for a longevity \+ degree stipend (annual), consistent with the Non\-Affiliated Administrator \- Contract Addendum A.

General Summary:

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The Executive Assistant to the Chief Academic Officer \- Elementary works independently and reports to the Chief Academic Officer \- Elementary. The Executive Assistant is responsible for providing administrative support and technical services to support the Curriculum \& Instruction Department as requested by the Chief Academic Officer \- Elementary.

Essential Duties and Responsibilities:

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• Performs work of a highly confidential nature and assists with workflow of the Chief Academic Officer \- Elementary. Exercises independent judgment in performing work involving administrative detail.
• Provides coordination of the Curriculum \& Instruction meetings.
• Drafts correspondence, agendas, and minutes, utilizing composition and editing skills.
• Recording Secretary for Board Curriculum Committee; Coordinates monthly committee agenda packet and slide presentation; and posts monthly meeting minutes on district website.
• Maintains and creates documents for the Chief Academic Officer \- Elementary; prepares information, spreadsheets, summaries, and reports. Analyzes and prepares statistical reports and data summaries to support Board of Education goals and initiatives.
• Manages documentation related to the district initiatives and various committees including preparing agendas, presentations, meeting minutes, correspondence, timelines, etc.
• Coordinates weekly communications (i.e. The Assist) to all District Administrative Assistants; Monitors Weekly Roundup for Principals to share relevant information with District Assistants.
• Coordinates monthly Elementary Curriculum News and sends to all elementary staff, district administration, and the Board of Education.
• Coordinates virtual, monthly check\-ins with the Pupil Accounting Coordinator and Elementary Administrative Assistants.
• Oversees the Chief Academic Officer \- Elementary budget and prepares expenditure reports, as requested.
• Coordinates and attends elementary student disciplinary hearings, including preparation of documents and follow\-up at conclusion of hearings (back\-up coordinator for secondary hearings).
• Coordinates and attends elementary student reinstatement committee hearings, including preparation of documents and follow\-up at conclusion of hearings and Board of Education meetings/hearings (back\-up coordinator for secondary hearings).
• Maintains district\-wide student bullying/harassment Google Form and responses from for collaborating with Pupil Accounting for Civil Rights Data Collection.
• Maintains website (public) bullying/harassment Google Form and responses on website and disseminates to appropriate building principals as responses are received.
• Coordinates revisions to annual Elementary and Secondary Student/Parent Handbooks.
• Coordinates revisions to elementary courses in the district Course Catalog.
• Enrolls elementary virtual students in Lincoln Learning; Collaborates with elementary schools and the teacher mentor to ensure virtual students have a Chromebook and any other materials needed to complete school work.
• Coordinates annual CogAT testing district\-wide for 3rd grade students, and all follow\-up communication regarding Talented and Gifted program placement.
• Manages the workflow of the office suite including overseeing projects to ensure work is completed within deadlines.
• Maintains calendar and appointments for the Chief Academic Officer \- Elementary.
• Maintains calendar invites and agendas for various district teams.
• Distributes or otherwise handles mail (including voice mail and e\-mail) directed to the Chief Academic Officer \- Elementary.
• Establishes, maintains, and revises file systems as necessary.
• Creates purchase orders for elementary curriculum materials.
• Collaborates with Curriculum Materials Center Coordinator on ordering, inventorying, and distributing elementary curriculum materials related to all elementary content areas.
• Collaborates with the Indigenous Education Coordinator on the K\-12 Indigenous Education Program work.
• Processes monthly mileage reimbursement requests from various staff.
• Prints and delivers report cards for TCAPS elementary shared\-time schools.
• Proofreads all documents.
• Serves as liaison to administrative staff as necessary (answering questions and retrieving/dispensing information).
• Assists in problem solving with parents and staff.
• Takes initiative and demonstrates creative problem\-solving to recommend changes to improve efficiency and to increase the use of technology.
• Schedules, prepares agendas, takes minutes, and coordinates meetings.
• Serves as a back\-up to the Recording Secretary for Board of Education meetings, as requested.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities Required:

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• Associate’s degree required; Bachelor’s degree preferred.
• Working knowledge of Google Suite (Google Docs, Google Sheets, Google Meets, Google Slides), Microsoft Office Suite (Word, Excel, Access, PowerPoint), and accounting software packages required.
• Interpersonal relations skills necessary to deal courteously and effectively with diverse groups of people.
• Ability to maintain confidentiality.
• Proactive/self\-starter.
• Experience in similarly related business occupations to evidence applicant’s knowledge and abilities pertaining to independent thinking skills, independent judgment, creative composition/editing of the written word, and public relations skills.
• Analytical abilities sufficient to handle routine administrative detail.
• Knowledgeable and creative with technology.
• Ability to take minutes and maintain records in a neat, orderly fashion.
• Composition and editing skills. Must possess knowledge of correct grammar, punctuation and spelling, and be able to edit for clarity, style, and intent. In addition, must possess the ability to organize factual information in graphs, charts, or lists.

Physical and Mental Requirements:

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• Must be able to report on a regular and consistent basis to the office.
• Maintain consistent and punctual attendance.
• The person in this position needs to be able to move about the office setting, including stooping or crouching to access file cabinets, office machinery, etc.
• Regular use of computer and other office equipment (printer/copy machine, etc.)
• The ability to listen and effectively communicate, both written and orally, information and ideas to a diverse population.
• Ability to effectively discern information and formulate appropriate action(s).
• Ability to critically think and provide appropriate solutions.
• Ability to work effectively and efficiently in high stress or conflict situations.
• Occasionally moves boxes and office supplies weighing up to 20 lbs across the office for various needs.
• Ability to drive to various locations throughout the district.

Environmental Conditions:

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This is a largely sedentary assignment, with most of the duties performed on a computer or phone in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Work Schedules:

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Must be available for overtime and/or emergency overtime before and/or after regular scheduled workday, when necessary.

Background Checks:

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The individual selected for this position will be required to pass a criminal history background check.