Administrative Assistant to the Principal (2026-2027)

Flagstaff Unified School District•Flagstaff, AZ

About The Position

Flagstaff Unified School District No. 1 is hiring an Administrative Assistant to the Principal at Summit High School. The position serves as an operational partner to the Principal and school leadership team, coordinating school operations, systems, timelines, communications, and logistics. The role provides independent administrative support so the Principal can focus on instructional leadership, staff development, student support, school culture, family engagement, and strategic improvement. The employee is expected to anticipate operational needs, manage follow-through, protect confidential information, and use sound judgment in deciding which matters to resolve independently and which to escalate. The position supports the Principal and school leadership with calendars, meetings, observations, materials, documentation, projects, communications, and follow-up. It also coordinates student enrollment, onboarding, class placement, student records, attendance, registration, report cards, GPA verification, and related processes through District systems such as Synergy and ParentVUE. Additional duties include supporting staff operations, purchasing and fiscal processes, family engagement, building and facilities needs, compliance processes, and maintaining accurate and confidential student, employee, financial, and school records. This is a 12-month position scheduled for 40 hours per week, Monday through Friday, with hours to be determined. The annual hourly-rate designation is $59,657–$65,622, depending on experience. Employment offers are contingent upon funding, and all employees are subject to a criminal background check.

Responsibilities

Provide operational and administrative support to the Principal and school leadership team, including calendar management, scheduling meetings and observations, preparing materials, maintaining documentation, and coordinating follow-up.
Anticipate needs, monitor deadlines and recurring responsibilities, and manage assigned projects from planning through completion.
Serve as a professional point of contact for students, families, staff, District personnel, and community members; resolve matters independently when appropriate and coordinate with others when needed.
Coordinate student enrollment, onboarding, class placement, student records, report cards, and related processes using District systems such as Synergy.
Coordinate balanced class placement with grade-level teams and appropriate student support personnel, considering academic, special education, behavioral, and other student needs.
Support staff operations, including onboarding logistics, student teacher placements, volunteer processes, staff evaluation schedules, payroll and timekeeping for designated employees, substitute documentation, and stipend processes.
Support purchasing and fiscal processes, including purchase orders, PCard transactions, invoices, reconciliations, designated school funds, and related documentation.
Coordinate family engagement activities, including event logistics, communications, materials, purchasing, and required documentation.
Coordinate building operations and facilities needs, including work orders, maintenance, badge access, furniture and warehouse requests, safety concerns, and fire marshal corrective actions.
Support school compliance and employee-related processes, including workers' compensation documentation, medical backup procedures, required training, and other District requirements.
Monitor communication channels and systems, organize information requiring action, and ensure timely follow-up with staff, families, District departments, and community partners.
Maintain accurate and confidential student, employee, financial, and school records in accordance with District policies and procedures.
Use and maintain District systems and technology platforms and keep information accurate and current.
Prioritize competing responsibilities and deadlines while maintaining accuracy, professionalism, and customer service; exercise independent judgment and escalate issues when appropriate.
Assist with personal or professional leave requests and verify hours for classified staff.
Gather and record attendance information in Synergy; evaluate absences; issue readmit passes, passes, and dismissals; and inform the appropriate administrator of unexcused absences.
Serve as the primary contact for student withdrawals and enter mass student absences.
Contact parents or guardians regarding unverified or extended absences, attendance concerns, and truancy, and maintain accurate records of school-home attendance communications.
File and retain written notes, emails, voicemails, medical excuses, and legal communications submitted regarding student absences.
Organize registration for new students, assist with required District forms and academic possibilities, investigate data for compliance with District and state policy, verify residence within school boundaries, and communicate special education needs to the appropriate counselor.
Collate registration data and provide the attendance office with accurate information for state reports; originate and maintain cumulative (CUM) files.
Process registration paperwork; manage ParentVUE online registration, verification, and updates; enter transfer grades in Student Course History; send 45-day Student Screening Reports; and ensure required exceptional-needs screenings are completed.
Set up credit record cards and folders for incoming students and prepare course pick lists, transcripts, and other information for current students during spring registration.
Assist with registration events and Parent Nights as requested.
Verify GPA each semester based on research, evaluation of the situation, or teacher request.
Check for repeated classes and correct grades when necessary; enter classes and transfer grades from Plato, summer school, CCC/Caviat, CCC, NAU, and other online schools.
Perform other duties as assigned.