Administrative Assistant To Directors Of Academics (Elem & Sec)

Ector County Independent School District • Odessa, TX

2d

About The Position

Provide administrative and operational support to the Elementary and Secondary Directors of Academics to ensure effective coordination, communication, and implementation of district instructional systems and academic priorities. This role supports aligned systems across curriculum, instruction, and operations, including coordination with program coordinators and management of Early Childhood tuition processes.

Requirements

• High school diploma or GED
• Strong organizational, communication, and interpersonal skills
• Proficiency in Microsoft Office and ability to learn district systems (Eduphoria, EduHub, etc.)
• Ability to manage multiple priorities, meet deadlines, and maintain attention to detail
• Ability to maintain confidentiality and professionalism
• Strong customer service skills when interacting with campuses, departments, and the public
• Advanced administrative assistant experience with extensive contact with people

Nice To Haves

• Bilingual preferred
• Experience in a public school district preferred

Responsibilities

• Provide administrative support to both Elementary and Secondary Directors of Academics, ensuring aligned workflows and communication
• Coordinate calendars, scheduling, and workflow across Directors to support department priorities and timelines
• Prepare, draft, format, and distribute communications, reports, presentations, and materials
• Track key projects, timelines, and deliverables across Academics initiatives
• Ensure follow-up on action items from meetings, campus interactions, and leadership discussions
• Serve as a primary point of contact and ensure timely, accurate communication with campuses and departments
• Support coordination of work across program areas by collaborating with Directors and Coordinators
• Assist coordinators with tracking and organization of program budgets, expenditures, and purchasing processes
• Support documentation and communication related to program implementation across content areas and grade levels
• Maintain systems that support consistency in communication, documentation, and workflow across the department
• Coordinate logistics, communication, and materials for professional development aligned to the district instructional framework (AVID/WICOR)
• Support preparation and organization of materials for instructional initiatives and district training
• Assist with scheduling, documentation, and communication for Professional Learning Community (PLC) processes
• Maintain records of participation and documentation for professional learning systems
• Assist with coordination of instructional materials, including adoption processes and vendor communication
• Support organization, access, and maintenance of curriculum resources within district systems (e.g., EduHub)
• Maintain document management systems to support instructional alignment and access to resources across campuses
• Coordinate scheduling and logistics for campus visits, instructional walks, and data tours
• Support preparation and organization of materials and summaries to support data-informed practices
• Maintain records and documentation related to instructional support and follow-up actions
• Assist with budget tracking, requisitions, and purchasing processes aligned to department procedures
• Support Directors and coordinators in monitoring expenditures and maintaining accurate financial records
• Coordinate travel, contracts, and vendor logistics
• Maintain documentation related to funding, purchases, and program implementation
• Maintain accurate tracking systems for Early Childhood tuition payments, balances, and refund requests
• Process and monitor tuition-related documentation in alignment with district procedures
• Coordinate communication with campuses and departments regarding tuition, payments, and refunds
• Maintain organized and auditable records for all Early Childhood financial transactions
• Coordinate department meetings, leadership sessions, and professional development events
• Prepare agendas, materials, and documentation for meetings
• Maintain records of meeting outcomes, decisions, and next steps
• Support onboarding and operational integration of new Academics staff
• Maintain organized systems for files, reports, communications, and documentation
• Collaborate with Academics clerk to support aligned workflows and efficient operations
• Support consistency in documentation, formatting, and communication across the department
• Assist in coordinating workflows and task distribution as directed to support cohesive operations across Elementary and Secondary teams
• Other duties as assigned in alignment with district and Academics and Accountability priorities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees