Assistant - Administrative Assistant, Teacher Pathways Program (HR) (SY26-27)

Chelsea Public Schools•Chelsea, MA

1d•Onsite

About The Position

The Administrative Assistant of the Teacher Pathways Program provides administrative and operational support for the district's Teacher Pathways Program (TPP), a talent pipeline designed to support paraprofessionals, parents, alumni, and other community members pursuing careers in education. This position serves as a key point of contact for TPP participants and assists the Human Resources team in ensuring that participants receive timely information and support throughout their pathway toward becoming licensed educators.

Requirements

College degree or relevant experience may be substituted for education.
Two or more years of administrative, clerical, customer service, school-based, or program support experience preferred.
Strong organizational skills and attention to detail.
Excellent written and verbal communication skills.
Ability to manage multiple priorities, deadlines, and tasks with accuracy.
Strong interpersonal skills and ability to work effectively with students, families, educators, community members, and external partners.
Ability to maintain confidentiality and handle sensitive information appropriately.
Proficiency with Google Workspace, including Google Drive, Docs, Sheets, Calendar, and Gmail.
Ability to learn and use district databases and other technology systems.
Ability to work independently while also collaborating effectively as part of a team.
Commitment to supporting diverse students, families, and aspiring educators.

Nice To Haves

Experience supporting events, workshops, trainings, or community outreach.
Bilingual Spanish

Responsibilities

Provide day-to-day administrative support for the Teacher Pathways Program and its pathway participants.
Maintain accurate and up-to-date participant records, contact information, enrollment information, and program documentation.
Assist with onboarding new TPP participants and provide participants with program information, schedules, forms, and resources.
Respond to participant questions and direct questions to the appropriate HR staff, program partners, or other district personnel.
Track participant milestones, deadlines, coursework, testing, licensure requirements, and other program activities.
Follow up with participants regarding outstanding forms, documentation, deadlines, and required program activities.
Maintain organized electronic and physical files in accordance with district procedures.
Coordinate calendars, meetings, workshops, trainings, information sessions, and other TPP activities.
Schedule rooms, technology, materials, presenters, and other logistical needs for program events.
Assist with planning and coordination of recruitment, orientation, professional development, and celebration events, including the annual TPP Graduation.
Prepare agendas, sign-in sheets, handouts, certificates, and other materials for meetings and events.
Communicate event details and reminders to participants, staff, and external partners.
Assist with purchasing, supplies, food orders, and other administrative logistics associated with program events.
Assist participants with accessing information regarding MTEL, ParaPro, coursework, professional development, and other licensure-related opportunities.
Maintain calendars and records related to licensure preparation courses, testing dates, and program deadlines.
Coordinate registration and logistics for licensure preparation courses and other professional learning opportunities.
Maintain documentation of participant completion of required courses, trainings, and milestones.
Refer participants to appropriate staff or external partners for questions requiring professional licensure or programmatic guidance.
Enter, update, and maintain accurate TPP participant data in district tracking systems and spreadsheets.
Track participant enrollment, participation, progress, licensure milestones, and employment status.
Assist with compiling data and preparing routine reports for HR and district leadership.
Maintain confidential personnel and participant information in accordance with district policies and applicable requirements.
Assist with collecting information needed for grant reporting and program evaluation.
Ensure that program records and documentation are complete and organized.
Serve as a welcoming and responsive point of contact for current and prospective TPP participants.
Draft and distribute program communications, reminders, newsletters, and informational materials.
Assist with outreach to paraprofessionals, parents, alumni, high school students, and community members interested in educator pathways.
Support communication and coordination with colleges, universities, licensure programs, and community partners.
Assist with maintaining TPP information on district websites, digital platforms, and other communication channels.
Represent the TPP in a professional and welcoming manner at district and community events, as needed.
Prepare correspondence, forms, reports, presentations, spreadsheets, and other program materials.
Maintain calendars, schedules, contact lists, and program files.
Assist with purchasing, invoices, reimbursements, and other routine administrative processes.
Monitor program supplies and place orders as needed.
Schedule and support meetings for HR and TPP staff.
Provide general administrative support to the Human Resources team as assigned.
Perform other duties consistent with the position and the needs of the Teacher Pathways Program.