Teaching and Learning Executive Assistant

Tigard-Tualatin Sd 23J•Tigard, OR

15h•Hybrid

About The Position

This position supports the Teaching and Learning administrator and teachers on special assignment (TOSAs). It requires expertise in computer applications, including databases, spreadsheets, and enterprise systems. The role involves supporting multiple staff members, managing budgets, processing procurements, ordering curriculum, administering contracts, and handling event logistics. Effective communication with parents, district staff, vendors, and community members is essential.

Requirements

Ability to analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations.
Prepare documents without spelling, punctuation, capitalization, word usage, and sentence construction errors.
Proof documents, correspondence, etc., detecting and correcting errors in prepared material.
Plan, organize, and complete work in a timely fashion.
Exercise good judgment, courtesy, and tact in public contacts and in making proper disposition of problems.
Respond appropriately in emergency and crisis situations.
Make independent decisions within established guidelines and reporting structure.
Respect the confidentiality of administration, staff, students, and organizations of the community.
Complete simple to complex assignments with a minimum of instruction or supervision.
Use math skills to learn and adhere to the position's accounting needs including, but not limited to, purchasing procedures, budget allocations, and spreadsheets.
Use modern professional secretarial skills to produce work in a timely fashion, properly formatted and accurate.
Maintain a calm professional environment during times when interruptions, disruptions, and a stressful environment interfere with the flow of work.
Ability to translate technical terminology to the public and staff with proficiency.
Excellent communications skills; both written and oral.
Sufficient secretarial skills to set-up and maintain moderate to complicated spreadsheets and databases.
Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Oregon Driver's License, or ability to get to and from work in a timely manner and perform the essential functions of the position.
Recent experience working with software connected to a network system and enterprise databases.
Current classes in modern computer programs, and secretarial skills.

Nice To Haves

Expertise in computer applications, which include, but are not limited to, databases, spreadsheets, and enterprise systems.
Excellent organizational skills and be able to support multiple staff members.
Ability to communicate effectively with parents, district staff, vendors, and community members regarding departmental matters.

Responsibilities

Coordinate preparation for training, professional development, and meetings.
Support Teaching and Learning administrator and teachers on special assignment (TOSAs).
Monitor departmental budgets and grant accounts.
Process procurement card statements, blanket PO requisitions, purchase orders, and vendor invoices.
Prepare and track professional services agreements, addendums, and amendments with vendors.
Coordinate yearly and adoption curriculum orders, including requesting vendor quotes, verifying enrollment data, processing orders, and preparing Letters of Intent.
Maintain organized warehouse curriculum inventory and fill school requests.
Support the Curriculum Renewal and Adoption Process by monitoring state adoption calendars, coordinating publisher presentations, facilitating pilot processes, requesting samples, collecting feedback, and processing associated agreements.
Process department timesheets for training and meetings.
Maintain substitute system accounts for the department.
Reserve training and meeting locations.
Prepare materials and rooms for training and meetings.
Maintain and continually develop spreadsheets and reports.
Answer phones and take detailed messages.
Compose routine correspondence without supervision.
Develop and maintain record keeping and filing systems.
Notify the department administrator of potential problems within the District.
Type reports, memoranda, letters, and legal documents; compose correspondence in accordance with standard procedures.
Perform research projects for the administrator.
Serve as a liaison person with teachers, principals, and central office administrators.
Compile statistical data and prepare reports.
Keep the administrator aware of the disposition of certain activities and institute additional inquiries or processes on own initiative or at the direction of the administrative official.
Organize, plan, and coordinate the annual Classified Inservice.
Support logistics for Administrator and Licensed Inservice and Professional Development events.
Order department, training, and meeting supplies.
Maintain and update department webpages, Google Groups, and reference folders.
Communicate sensitive information to staff, students, parents, and community members as required.
Identify potential problems in the workplace and notify appropriate personnel.
Prioritize multi-tasks from a variety of sources, ensuring timely completion.
Assist in building and maintaining an office team to support the needs of the administration and schools.
Deliver messages, packages, and supplies as required.