Admin Asst to Asst Superintendent of Development & Engagement & Executive Director of Digital Learning

Administrative Assistant

Perform administrative/secretarial duties and assist Assistant Superintendent of Development and Engagement and Executive Director of Digital Learning in efficient operation of the department.

Minimum Education/Certification: High school diploma or equivalent

Minimum Experience: Five years secretarial experience, preferably in a public education environment

Knowledge of all job-related skills necessary to perform assigned duties

Major Responsibilities and Duties:

Large Scale District Events:

1. Assist in the planning and execution of meetings, conferences, celebrations, trainings, and special events.
2. Coordinate event timelines, schedules, and planning documents.
3. Support venue selection, setup planning, and event logistics.
4. Maintain event calendars and project management tools.
5. Assist in developing event themes, dcor concepts, and attendee experiences.
6. Communicate with vendors, suppliers, caterers, and venue representatives.
7. Obtain quotes and assist with vendor contracts and service agreements.
8. Monitor vendor deliverables to ensure deadlines and expectations are met.
9. Serve as a point of contact for event participants and stakeholders.
10. Manage event registrations, guest lists, and RSVP tracking.
11. Prepare event materials, agendas, name badges, signage, and informational packets.
12. Assist with event communications, including invitations, reminders, and follow-up correspondence.
13. Support social media and promotional efforts related to events.
14. Track event expenses and maintain accurate financial records.
15. Assist with purchase orders, invoices, and budget reconciliation.
16. Maintain organized event files and documentation.
17. Prepare reports and summaries following events.
18. Assist with event setup, registration, guest services, and breakdown activities.
19. Troubleshoot issues that arise before, during, or after events.
20. Coordinate volunteers and support staff as needed.
21. Ensure events are executed professionally and according to established plans.

Department:

1. Serve as Administrative Assistant to Assistant Superintendent of Development and Engagement and Executive Director of Digital Learning.
2. Serve as liaison for Assistant Superintendent of Development and Engagement and Executive Director of Digital Learning and department to promote positive relations with other administrators, district staff, parents, community, and others.
3. Perform secretarial duties for department administrators as needed.
4. Assist in development department budget & maintain accurate records of expenditures.
5. Demonstrate responsible fiscal control of the department budget and coordinate with campuses purchasing, invoicing and inventorying items as appropriate.
6. Maintain records.
7. Process monthly mileage reimbursements for department.
8. Process staff development stipends/substitutes.
9. Process work-orders for department.
10. Maintain general supply closets for department.
11. Assist in coordination of staff development program preparation of brochures, materials, registration, and maintenance of participant database.
12. Prepare quality documents agendas, correspondence, website information, program evaluations, Board Reports, etc.
13. Coordinate registration, travel and housing arrangement for Assistant Superintendent of Development and Engagement and Executive Director of Digital Learning and their teams
14. Demonstrate initiative to develop skills applicable to perform assigned duties.
15. Maintain personnel files assuring the highest level of confidentiality of information.
16. Take minutes during meetings, as needed.
17. Assist in the coordination of community initiatives.
18. Maintain calendar of events for department.
19. Process department supplemental payroll and reimbursements in a timely manner.
20. Secure presenters and facilitate the contract process.
21. Award credit for staff development for Tomball ISD staff.

Working Conditions:

• Position may require periods of sitting at computer or standing at copier.

• Frequent lifting of boxes, supplies, etc.
• Use of a vehicle is necessary to run errands and pick up supplies as necessary.
• Sometimes necessary to work after-hours to complete projects.
• Attend and help facilitate some weekend events throughout the school year.