Administrative Assistant to the Chief Academic Officer

Medford School District, 549C•Medford, OR

20h•Onsite

About The Position

The Administrative Assistant to the Chief Academic Officer (CAO) provides high-level administrative, operational, and technical support to the CAO and the Teaching and Learning Department. This position serves as a primary liaison between the CAO, district administrators, school staff, outside agencies, and the public. Responsibilities include coordinating department operations, managing communications and schedules, preparing reports and presentation materials, maintaining records and departmental information, supporting district initiatives and projects, and ensuring efficient office operations. The position regularly handles sensitive and confidential information related to district operations, personnel, students, and organizational matters. The Administrative Assistant exercises professionalism, discretion, sound judgment, and organizational leadership while managing multiple priorities and supporting the instructional goals and strategic priorities of the district. Work is frequently performed under tight timelines and may require flexibility in scheduling and work hours.

Requirements

High school diploma or General Education Diploma (GED) required
Minimum of five years of progressively responsible administrative support experience, including experience supporting executive-level administrators or complex department operations preferred.
Experience in public education or a similarly regulated environment preferred.
Knowledge of office administration practices, project coordination, records management, budgeting processes, and organizational operations is required.
Ability to communicate effectively verbally and in writing.
Ability to prepare reports, correspondence, agendas, presentation materials, and other written communications in a professional manner.
Ability to read, interpret, and apply policies, procedures, legal documents, contracts, reports, and administrative guidance.
Ability to calculate figures and amounts such as percentages, ratios, and budget totals.
Ability to maintain accurate financial and statistical records and prepare reports with a high degree of accuracy and attention to detail.
Ability to analyze information, solve practical problems, prioritize work, and manage multiple projects and deadlines with limited supervision.
Ability to exercise sound judgment and maintain confidentiality in sensitive situations.
Proficient with word processing, spreadsheets, databases, presentation software, email, virtual meeting platforms, and other standard office technology.
Ability to keyboard at 50 wpm preferred.

Nice To Haves

associate’s degree preferred
Experience in public education or a similarly regulated environment preferred.
Thorough knowledge of district procedures, state and federal regulations, and confidentiality requirements is preferred.
Experience with student information systems, financial systems, and Google/Microsoft platforms preferred.

Responsibilities

Provide high-level administrative and operational support to the Chief Academic Officer and Teaching and Learning Department.
Coordinate calendars, meetings, travel, workshops, conferences, and department events.
Prepare agendas, presentation materials, reports, spreadsheets, correspondence, and other documents for leadership meetings, School Board meetings, district initiatives, and state or federal reporting requirements.
Maintain records, files, reports, contracts, and departmental documentation in accordance with district, state, and federal requirements.
Maintains confidentiality of sensitive personnel, labor relations, legal, student, and organizational information.
Serve as a liaison between the CAO, district administrators, school staff, community partners, outside agencies, and the public.
Coordinate communication and workflow among Teaching and Learning departments, district programs, and school sites.
Assist in the preparation, coordination, and maintenance of reports, communications, records, and materials related to district operations, organizational planning, department initiatives, and assigned projects.
Support the CAO with sensitive administrative matters requiring discretion, judgment, confidentiality, and attention to detail.
Monitor timelines, project deliverables, expenditures, and assigned department activities to ensure compliance with district procedures and reporting requirements.
Assist with department budgeting, purchase requisitions, invoices, reimbursements, and financial tracking.
Support the coordination of professional learning activities, curriculum initiatives, instructional programs, grants, and department projects.
Attend meetings and record, transcribe, and distribute minutes as needed.
Respond to inquiries, concerns, and requests for information with professionalism, accuracy, discretion, and excellent customer service.
Interpret and apply district policies, procedures, regulations, and administrative guidelines as applicable to assigned responsibilities.
Maintain department webpages, databases, spreadsheets, records systems, and organizational systems as assigned.
Exercise independent judgment in prioritizing assignments, resolving issues, and managing workflow in a fast-paced environment.
Work collaboratively with district staff and demonstrate strong interpersonal and customer service skills.
Maintain competency in all position responsibilities.
Comply with all safety and work rules, policies, and procedures.
Responsible for proper utilization, operation, and maintenance of department resources.
Provide support to other positions as needed.
Perform other related duties as assigned.