CTE Administrative Assistant

Administrative Support Specialist

Provide administrative, clerical, and organizational support to the Career and Technical Education/College, Career, and Military Readiness Director and department. Assist with the coordination of CTE and CCMR programs, student documentation, departmental records, purchasing, communication, scheduling, and compliance-related tasks to support the effective operation of district CTE and CCMR initiatives.

Qualifications

Education/Certification:

High school diploma or GED required

Associate's degree or related office/administrative training preferred

Special Knowledge/Skills:

Knowledge of general office procedures and administrative support practices

Strong organizational, communication, and interpersonal skills

Ability to maintain accurate records and meet deadlines

Ability to use computer software to develop spreadsheets, databases, and documents

Ability to maintain confidentiality

Ability to work collaboratively with district staff, campus personnel, students, p

Experience:

3 years of clerical experience preferred

Major Responsibilities and Duties

Administrative Support

1. Provide clerical and administrative support to the CTE/CCMR Director.
2. Maintain calendars, schedule meetings, prepare agendas, and assist with department communications.
3. Prepare, type, format, and distribute correspondence, reports, forms, presentations, and other department documents.
4. Answer and respond to telephone calls, emails, and inquiries in a professional and timely manner.
5. Assist with organizing CTE/CCMR events, advisory meetings, student activities, field trips, career fairs, parent meetings, and district presentations.
6. Maintain department files, records, forms, and documentation in an organized and confidential manner.

CTE and CCMR Program Support

1. Assist with documentation and tracking related to CTE programs of study, industry-based certifications, dual credit, work-based learning, career preparation, internships, military readiness, and other CCMR indicators.
2. Support the collection, organization, and submission of student data and program documentation as requested by the CTE/CCMR Director.
3. Assist with communication between the CTE/CCMR department, campus administrators, counselors, teachers, students, parents, postsecondary partners, military representatives, and business/industry partners.
4. Help maintain accurate records related to student participation, certifications, testing, program events, and other CCMR-related activities.
5. Assist with preparing materials for audits, reports, compliance reviews, and district/state accountability needs.

Purchasing, Budget, and Inventory

1. Assist with department purchasing, requisitions, purchase orders, travel requests, invoices, and budget documentation.
2. Maintain records of expenditures, supplies, equipment, and department purchases.
3. Assist with inventory tracking for CTE equipment, materials, supplies, and instructional resources.
4. Communicate with vendors and district departments regarding purchasing, deliveries, and order status.

Communication and Customer Service

1. Serve as a professional point of contact for the CTE/CCMR department.
2. Provide courteous assistance to staff, students, parents, community members, and external partners.
3. Maintain confidentiality of student, staff, and department information.
4. Assist in preparing flyers, announcements, newsletters, webpages, and other communications related to CTE and CCMR programs.

Other

1. Compile, maintain, and file all reports, records, and other required documents.
2. Follow district policies, procedures, and administrative guidelines.
3. Participate in professional learning as assigned.
4. Perform other duties as assigned by the CTE/CCMR Director or district administration.
5. Other duties as assigned.

Supervisory Responsibilities

None

Mental Demands/Physical Demands/Environmental Factors

Tools/Equipment Used: Standard office equipment, including personal computer and peripherals

Posture: Prolonged sitting; occasional bending, stooping, pushing, pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying of supplies or materials, less than 15 pounds

Environment: May work prolonged or irregular hours; occasional district travel may be required; regular contact with staff, students, parents, community partners, and outside agencies

Mental Demands: Maintain emotional control under stress; work with frequent interruptions