Administrative Assistant

Position Type:
Secretarial/Clerical/Administrative Assistant

Date Posted:
7/23/2026

Location:
Academy of Aerospace & Engineering 6-12

Closing Date:
08/21/2026
JOB DESCRIPTION

Since 1966, the Capitol Region Education Council (CREC) has been dedicated to providing innovative, high-quality, and cost-effective educational programs and services to meet the diverse needs of children and adults in Greater Hartford. Serving 33 member districts and reaching additional communities statewide, CREC supports approximately 12,000 students annually through more than 120 educational programs. Our offerings include professional learning and coaching for educators, specialized programming for students with diverse needs, and PreK-12 education across 16 interdistrict magnet schools. Additionally, CREC provides school construction, operations, and cooperative business services, while also delivering programs that help adults build real, job-ready skills.

POSITION SUMMARY :


The Administrative Assistant provides comprehensive administrative support and plays a critical role in ensuring smooth day-to-day operations, supporting department initiatives, and maintaining effective communication with internal and external stakeholders.


ESSENTIAL DUTIES and RESPONSIBILITIES :

Duties/Responsibilities

• Creates and distributes documents, correspondence, and communications to provide or request information and keep stakeholders informed about work-related matters.

• Plan and organize program-based initiatives by providing logistical support to meet program needs.

• Serve as point of contact and respond promptly to inquiries via phone, email, and in-person interactions, ensuring professionalism and accuracy.

• Attend meetings as assigned to convey and/or gather information required to perform functions.

• Ensure compliance with local, state, and federal regulations by maintaining accurate and up-to-date records related to individuals and/or program information.

• Handle sensitive and confidential information with discretion.

• Foster strong collaboration across team members, divisions, and external stakeholders to drive the achievement of departmental and organizational goals, ensuring alignment, efficiency, and a shared commitment to success.

• Collaborates proactively with Central Office divisions, including technology, facilities, payroll, and others, to effectively address and support staff needs, ensuring seamless operations and service delivery.

• Comply with all company policies and procedures.

504 MEETINGS and CALENDAR MANAGEMENT

• Schedule 504 meetings and other events as needed for the school counseling team

• Assist with booking office rooms for meetings when needed by staff or students

• Utilize CTSEDS to create meeting invitations

• Maintain Google Sheets to track 504 meetings held or needing to be scheduled

TRANSCRIPT REQUESTS

• Transcript requests are made via google form on AAE website, and are processed within 1-2 business days

WORKING PAPERS

• Process working paper requests within 1-2 business days

GRADES

• Maintain academic reporting dates alongside AAE Admin Team


• Work with PowerSchool to ensure the same dates are reflected in PowerSchool/ PowerTeacher

• Communicate to staff about upcoming progress report and report card deadlines

• Reviewing grade reports for errors

• Working with Admin and PowerSchool to request grades stored

• Sending out grade reports to families

• Compile failing grade data for grades 9-11 after each quarter ends

• Mailmerge failure warning letters to be mailed to families


• Manage the grade change request process alongside Administrator

o Work with PowerSchool to re-run Honor Roll if needed

o Re-run report card and send updated to family

COLLEGE REP VISITS

• Schedule College Rep Visits in SchooLinks using school and counselor calendar as guide

• Schedule 1 to 2 rep visits per week from late September through the end of January

• Manage calendar, event, and room booking for events

• Create flyers for each college rep visit; post on Schoology and in announcements

PowerSchool

• Manage PowerSchool Parent Portal assistance requests


• Assist Field Trip Advisors with running field Trip Reports

• Run other reports as needed

RECORDS

• Work together with Registrar to obtain transcripts for new AAE students

• May retrieve report cards or transcripts for transferring students

• Filing test scores and other records

• Assist with maintaining an orderly records room

• Other duties as assigned

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SUPERVISORY RESPONSIBILITY :


This position has no supervisory responsibilities.

COMPETENCIES :

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Project Coordination - Coordinates projects; Communicates changes and progress; Assists with completing projects on time and budget;
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Written and Oral Communication - Writes and speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

QUALIFICATIONS:

• Associate's Degree (AA) or equivalent from two-year college or technical school, or two years related experience and/or training, or equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace (Docs, Sheets, Slides, Drive), with the ability to create, edit, and manage documents, spreadsheets, and presentations efficiently.
• Bilingual preferred.

TRAVEL REQUIREMENTS

Limited travel to and from meetings may be required (occasionally, less than 10%)

PHYSICAL DEMANDS & WORK ENVIRONMENT :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Standing (occasionally, less than 1/3)
• Walking (frequently, 1/3 - 2/3)
• Sitting (continually, more than 2/3)
• Reach with hands and arms (occasionally, less than 1/3)
• Climbing or balancing (occasionally, less than 1/3)
• Lifting up to 10 lbs. (occasionally, less than 1/3)
• Carrying up to 10 lbs. (occasionally, less than 1/3)
• Moderate Noise

WHAT'S IN IT FOR YOU?

• Group Health Insurance Plans
• Basic & Supplemental Life Insurance
• Long Term Disability & Short Term Disability options
• 403(b) Retirement Savings Plan with Employer Matching Contribution if applicable
• Flexible Spending Account Pre-Tax Savings for Health Care, Dependent Care, and Limited Purpose Post Deductible (if contributing to an HSA)
• Comprehensive benefit time package
• Employee Assistance Program
• Bereavement time & Religious Holidays
• Credit Union Access
• Tuition Reimbursement Program
• Employee Network Groups
• Access to professional learning opportunities with two fully paid courses through CREC University each year, empowering you to expand your skills and advance your career!
• Benefit from our exclusive partnership with Springfield College, offering a 15% discount on tuition for next-level degree programs to support your academic and career aspirations!

Based on terms and conditions during your employment, specific to your job classification and collective bargaining agreement.

DIVERSITY, EQUITY, & INCLUSION STATEMENT:

CREC strives to understand and confront the symptoms and causes of racism and prejudice ranging from biases to aggressions to discriminatory policies, practices, and traditions that harm people from systemically marginalized groups or that benefit privileged groups. CREC staff and students acknowledge and respect people of all identifiers, such as race, socioeconomic status, gender identity and expression, education, age, ability, ethnicity, culture, sexual orientation, language, nationality, religion, and veteran status.

DISCLAIMER STATEMENT :

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


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