Administrative Assistant Curriculum and Instruction

Curriculum & Instruction Administrative Assistant

Position is a 12 month position (220 days) 2026-2027 Compensation Plan is posted to the HR website. Start date: July 6, 2026

Primary Purpose Under moderate supervision, organize and manage the routine work activities of the Curriculum and Instruction department. Provide administrative, secretarial, and clerical support to the Executive Director of Curriculum and Instruction and related instructional staff to ensure efficient department operations.

Qualifications

Education / Certification

• High school diploma or GED equivalent.
• Associate degree or business/clerical training preferred.

Special Knowledge / Skills

• Proficient in keyboarding, data entry, word processing, spreadsheet management, and software applications (e.g., Microsoft Office Suite, Google Workspace, electronic scheduling.
• Knowledge of standard office management procedures and administrative principles.
• Excellent organizational, communication (written and verbal), and interpersonal skills.
• Ability to multitask, manage multiple projects, and meet critical deadlines with minimal supervision.
• Ability to maintain strict confidentiality of sensitive records and district data.
• Basic bookkeeping skills for purchasing and budget tracking.

Experience

• [3 to 5] years of progressive administrative support experience, preferably in a public school district or educational environment.

Major Responsibilities and Duties

Department Operations & Administrative Support

• Perform secretarial and clerical duties for the Director of Curriculum and Instruction and department supervisors/coordinators.
• Receive and route incoming calls, take messages, screen visitors, and handle routine inquiries from campus personnel, vendors, and the public.
• Prepare, type, edit, and distribute departmental correspondence, memos, forms, reports, and administrative summaries.
• Maintain department calendars, schedule appointments, and coordinate logistics for meetings, district curriculum councils, and committee gatherings.
• Maintain physical and digital filing systems for departmental records, including curriculum guides, curriculum council minutes, and instructional materials.

Curriculum, Professional Development, & Instructional Support

• Coordinate logistics for district professional development sessions, workshops, and curriculum training, including facility reservations, room setup, presentation materials, and sign-in sheets.
• Process registration, travel arrangements, and reimbursement requests for staff attending external conferences and professional learning.
• Assist in the curriculum adoption and review processes by coordinating vendor samples, tracking adoption timelines, and compiling documentation for Board review.
• Maintain inventory and oversee ordering, receiving, and distribution of instructional materials, textbooks, digital subscriptions, and curriculum supplies to campuses.

Budget & Financial Operations

• Assist in preparing, tracking, and monitoring departmental budget accounts.
• Prepare, process, and track purchase requisitions, purchase orders, invoices, and credit card reconciliations in accordance with district purchasing policies.
• Assist with tracking expenditures and maintain records for state and federal grants (e.g., Title I, Title II, CTE) supporting curriculum programs.

Board & District Reporting

• Compile and organize data for departmental reports, Board agenda items, and district improvement plans.
• Maintain confidential departmental, personnel, and academic records in compliance with state regulations and local district policies.

Other

• Follow district safety protocols and emergency procedures.
• Perform other duties as assigned by the Director or designated supervisor.

Supervisory Responsibilities

• None (May direct the work of student aides or temporary clerical assistants as assigned).

Equipment Used

• Personal computer, printer, copier, multi-line telephone system, scanner, and other standard office equipment.

Working Conditions

Mental Demands / Physical Demands / Environmental Factors

• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, twisting, reaching, and standing.
• Motion: Repetitive hand motions including frequent keyboarding and mouse usage.
• Lifting: Occasional light to moderate lifting and carrying (up to 1525 pounds).
• Environment: Works inside a standard office environment; occasional district-wide travel.
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress; adhere to strict deadlines.

Reviewed by: ____________________________________________

Received by: ____________________________________________