Administrative Assistant, Teacher Certification

Job Title

Provide high-level administrative and operational support for the Center for Educator Success Teacher Certification Program. Coordinate applicant and candidate records management, communication systems, event logistics, financial processes, certification support systems, and daily program operations to ensure efficient and responsive service delivery for candidates, district partners, staff, and stakeholders.

Qualifications

Education/Certification:

• High School diploma or GED certificate

Special Knowledge/Skills:

• Strong knowledge of office management procedures, customer service practices, and administrative operations

• Proficiency in Microsoft Office Suite, Microsoft Teams, OneNote, Canva, database management systems, and digital file management platforms

• Proficient use of the English language, bilingual (Spanish) preferred

• Strong organizational, interpersonal, analytical, and data management skills

• Ability to communicate effectively (verbal and written)

• Ability to work independently with initiative while also supporting collaborative team goals

• Ability to coordinate logistics for meetings, trainings, workshops, and special events

• Ability to interact effectively with various stakeholders and school district personnel at all levels

Experience:

• Four (4) years of job-related experience

• Experience in education, certification programs, event coordination, customer service, or office operations preferred

Major Responsibilities and Duties

• Serve as a primary point of contact for applicants, teacher candidates, interns, district partners, and stakeholders by providing timely and professional communication, guidance, and customer support.
• Monitor and manage shared program communication systems, including departmental inboxes, and route correspondence to appropriate staff members.
• Maintain accurate digital records and confidential candidate files, including uploading, organizing, tracking, and managing application documents, transcripts, certification records, and compliance documentation.
• Track applicant admissions requirements and communicate with applicants regarding missing documentation, deadlines, next steps, and program expectations.
• Coordinate candidate access to certification preparation platforms and online systems, including exam preparation and instructional support tools.
• Assist with the coordination, preparation, and execution of program orientations, workshops, meetings, trainings, testing sessions, and special events.
• Support certification testing operations by communicating with candidates regarding testing schedules, preparing testing materials, and assisting with practice test administration and proctoring.
• Prepare, process, and maintain financial and operational documents including purchase requisitions, contracts, invoices, budget documentation, and monthly procurement card reports.
• Support daily operational needs of the Teacher Certification Program and provide administrative assistance to team members and leadership as needed.
• Assist with department-wide initiatives, conferences, and special projects, including support for HCDE events and collaborative initiatives.
• Maintain confidentiality of sensitive information and comply with all HCDE policies, procedures, and professional standards.
• Demonstrate professional, ethical, and customer-focused behavior in all interactions with staff, candidates, school districts, and the public.
• Perform other duties as assigned.