Teaching and Learning Administrative Assistant

Teaching and Learning Administrative Assistant

The purpose of this position is to provide comprehensive administrative, operational, and clerical support to the Teaching and Learning Department, including the Executive Director of Teaching & Learning, Director of Teaching & Learning, PreK-12 and other department leaders. The position supports all aspects of departmental operations related to curriculum, instruction, assessment, professional learning, PreK12 resources, and training. The Administrative Assistant helps ensure the efficient and effective functioning of the department by coordinating processes, maintaining accurate records, managing departmental budgets and financial transactions, and facilitating the timely flow of information and materials to staff, students, families, and community stakeholders.

The essential functions of this position include, but are not limited to, the following duties:

• Provide comprehensive administrative support to the Executive Director of Teaching and Learning, Director of Teaching and Learning, PreK12, and other department staff.
• Manage and maintain departmental and leadership calendars, including scheduling meetings, coordinating events, arranging travel, and making ongoing adjustments to support department priorities.
• Exercise sound judgment, maintain confidentiality, and ensure the accuracy, professionalism, and timely completion of all department communications and records.
• Prepare, process, distribute, and maintain correspondence, reports, agendas, presentations, meeting minutes, and other departmental documents.
• Serve as the primary communication liaison between the Teaching and Learning Department, schools, district departments, families, community members, vendors, and external organizations.
• Provide exceptional customer service by greeting visitors, responding to inquiries, answering phone calls and emails, and directing requests to appropriate personnel.
• Coordinate and support curriculum review processes, K12 curriculum meetings, advisory councils, interviews, and other departmental events, including scheduling, logistics, technology setup, materials preparation, participant communication, note-taking, and document management.
• Coordinate district professional learning activities, including registration, facilities, logistics, materials, substitute coverage, participant support, and event setup and closure.
• Process substitute requests, staff compensation documentation, curriculum writing timesheets, and other payroll-related records associated with department-sponsored activities.
• Manage departmental budgets and financial processes in collaboration with the Business Office, including monitoring expenditures, preparing requisitions and purchase orders, processing P-Card transactions, reconciling accounts, coordinating payments, and maintaining accurate financial records.
• Coordinate instructional resource management, including curriculum materials, textbooks, digital resources, subscriptions, inventory monitoring, ordering, distribution, collection, and recycling.
• Serve as the primary liaison with instructional resource vendors, publishers, and service providers, coordinating orders, subscriptions, contracts, and related communications.
• Maintain and update department information, resources, forms, and communications on district websites, intranet platforms, and other electronic systems.
• Coordinate memberships, subscriptions, professional organization renewals, and related department records.
• Collaborate with department team members and provide administrative support during periods of high workload, special projects, or staff absences.
• Perform other job-related duties as assigned to support the efficient operation of the Teaching & Learning department.
• Provide break and lunch coverage for other district receptionists as needed. Duties include greeting the public and ensuring inquiries are directed to the appropriate district personnel.

Additional duties and responsibilities include:

• Participate in professional learning opportunities to maintain and enhance job-related skills and knowledge.
• Cross-train and provide support for other administrative assistants and district office staff as needed.
• Assist with state, federal, and district reporting requirements.
• Perform other duties as assigned by the Executive Director of Teaching and Learning and/or Director of Teaching and Learning, PreK12.