Administrative Assistant to the Chief Academic Officer

Administrative Assistant to the Chief Academic Officer

Full Time 1.0 FTE

Reports to: Chief Academic Officer

Job Summary

The Administrative Assistant to the Chief Academic Officer provides comprehensive administrative, operational, and project support to the Chief Academic Officer and the Academic Division. This position serves as a central point of coordination for Learning & Achievement, Research, Evaluation & Testing, Student Support Services, Community Education & Early Childhood, and other assigned departments by coordinating communications, managing calendars and projects, preparing reports and presentations, supporting department operations, and ensuring the efficient administration of the Academic Division.

The Administrative Assistant also collaborates as a member of the Cabinet Administrative Assistant Team, providing administrative support to other members of the Superintendent's Cabinet as needed and serving as backup support for cabinet administrative assistants to ensure continuity of district operations. The Administrative Assistant exercises independent judgment, maintains confidentiality, and works collaboratively with district leaders, principals, staff, families, and community partners to support district priorities and strategic initiatives.

Key Responsibilities

Executive Office Support

• Manage the daily operations of the Chief Academic Officer's office.
• Coordinate calendars, meetings, appointments, travel, and district events for the Chief Academic Officer.
• Screen incoming calls, correspondence, and requests, responding independently to routine inquiries and directing more complex issues appropriately.
• Maintain confidential information in accordance with the Minnesota Government Data Practices Act and district policies.
• Anticipate administrative needs, prioritize competing requests, and organize work to support efficient operations.
• Develop office procedures and organizational systems that support the effective operation of the Academic Division.

Administrative and Project Support

• Prepare correspondence, reports, presentations, agendas, meeting materials, spreadsheets, and other documents for the Chief Academic Officer, School Board, Cabinet, district leadership teams, and community stakeholders.
• Coordinate meetings, committees, leadership teams, and special projects led by the Chief Academic Officer.
• Schedule meeting locations, invite participants, prepare materials, record follow-up actions, and monitor completion of assigned tasks.
• Coordinate logistics for district professional learning, leadership meetings, planning sessions, retreats, and other Academic Division events.
• Maintain project timelines and monitor progress on district initiatives to ensure deadlines are met.

Division and Cabinet Coordination

• Provide administrative support across the Academic Division, including Learning & Achievement, Research, Evaluation & Testing, Student Support Services, Community Education & Early Childhood, and other assigned departments.
• Coordinate communication and workflow among departments within the Academic Division.
• Develop and maintain shared calendars, project schedules, and division-wide planning documents.
• Support department leaders in coordinating district initiatives and organizational priorities.
• Collaborate with the Cabinet Administrative Assistant Team to establish consistent administrative practices and support efficient cabinet operations.
• Provide administrative support to other members of the Superintendent's Cabinet as needed to meet district priorities.
• Serve as backup support for cabinet administrative assistants during absences, vacancies, or periods of increased workload to ensure continuity of district operations.

Communication and Customer Service

• Serve as a primary point of contact for the Chief Academic Officer's office.
• Respond to questions regarding district procedures, programs, and services using sound judgment and knowledge of district operations.
• Facilitate communication among district administrators, school staff, families, community organizations, and outside agencies.
• Prepare and distribute division communications, meeting summaries, informational materials, and correspondence.
• Maintain positive working relationships with internal and external stakeholders while providing outstanding customer service.

Budget and Operational Support

• Process payroll, purchase orders, invoices, contracts, reimbursements, and other financial documents.
• Monitor non-salary expenditures and maintain budget records for assigned departments.
• Coordinate purchasing of instructional materials, office supplies, technology, and professional learning resources.
• Assist with grant documentation, reporting requirements, and other financial records as assigned.
• Maintain inventory of office supplies and coordinate equipment maintenance and repairs.

Records and Information Management

• Develop and maintain filing systems and electronic records that ensure timely access to information.
• Compile, organize, and prepare data for reports, presentations, and district initiatives.
• Maintain confidential personnel, student, financial, and department records.
• Support preparation of School Board materials, state reports, and other required documentation.
• Ensure records management practices comply with district policies and the Minnesota Government Data Practices Act.

Office Leadership

• Collaborate with cabinet administrative assistants to establish consistent office procedures, coordinate cross-functional work, and support efficient cabinet operations.
• Share best practices and resources that improve administrative efficiency across the district.
• Assist with onboarding and training of new administrative support staff as assigned.
• Promote teamwork, collaboration, and a high level of customer service throughout the Cabinet Administrative Assistant Team.

Other Responsibilities

• Perform other duties and responsibilities as assigned by the Chief Academic Officer.

Qualifications

Education

• High School Diploma or equivalent required.
• Associate's degree or technical certification in Office Administration, Business, or a related field preferred.

Experience

• Minimum of three years of progressively responsible administrative or executive support experience required.
• Experience supporting senior administrators in a complex organization preferred.
• Experience in public education or governmental organizations preferred.

Skills and Competencies

• Knowledge of office management practices, administrative procedures, and organizational systems.
• Knowledge of school district operations, organizational structure, educational programs, and general budget and accounting practices.
• Strong organizational, project management, and time management skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to compose correspondence, reports, presentations, and other professional documents.
• Ability to prioritize multiple complex assignments and consistently meet deadlines.
• Ability to maintain confidential and sensitive information with discretion and in accordance with the Minnesota Government Data Practices Act.
• Ability to interpret district policies and procedures for staff and the public.
• Ability to establish and maintain positive working relationships with administrators, principals, staff, families, community partners, and governmental agencies.
• Advanced proficiency with Microsoft Office and other district software applications.
• Ability to independently solve problems, anticipate needs, and exercise sound judgment.
• Ability to work collaboratively as a member of a high-functioning administrative team while providing seamless support across multiple executive offices.
• Ability to maintain regular attendance, including completing an assigned workday

Physical Requirements and Work Environment

• Work is performed primarily in a standard office environment.
• Requires prolonged periods of sitting and working at a computer.
• Occasional walking, standing, bending, reaching, and light lifting up to 10 pounds.
• Specific vision abilities required include close vision and the ability to adjust focus.
• Work environment includes district offices, meeting rooms, and school buildings.
• Must be able to respond to changing priorities while maintaining professionalism and composure.
• Ability to travel to various district sites as needed.

Start Date: ASAP This posting can be filled immediately by a properly licensed candidate. Apply now!

Rate of Pay: $66,275 - $80.019 View additional terms and benefits here.