ACADEMIC TEAM ADMIN ASSISTANT

CL febc200c 5d16 4962 9dc8 be53e38b4634; San Antonio (TX); On-site; USD 41,000 - 63,000; Full time

Job summary

The Administrative Assistant for the Central Office supports the day-to-day operations of the academic department, ensuring effective communication, organization, and execution of academic initiatives. This role provides direct support to academic leaders such as the chief academic officer and curriculum team.

Reporting to the Chief Academic Officer, you will manage curriculum documents, records, and procurement tasks, coordinate with vendors, and assist in preparing reports and presentations.

Qualifications

• High School Diploma or GED.
• Associate Degree is preferred.
• Experience working in related fields is preferred.

Responsibilities

• Organize and maintain curriculum documents, guides, pacing calendars, and assessments in shared drives or platforms (e.g., Google Drive, Schoology).
• Track and update curriculum revision logs and version histories.
• Assist with the creation and formatting of presentations, reports, handbooks, and newsletters.
• Maintain updated records of curriculum materials, adoption timelines, and inventory lists.
• Assist in ordering instructional materials, supplies, and resources for curriculum use.
• Track purchase orders, deliveries, and vendor communications.
• Support budget tracking for curriculum team expenditures.
• Provide direct support to curriculum specialists, coordinators, and the Chief of Academics as needed.
• Ensure proper filing and accessibility of department records in Google Drive or other digital platforms.
• Take initiative in improving organizational systems to support team productivity.
• Support special curriculum projects such as textbook adoptions, pilot programs, or grant-related documentation.
• Manage printing, scanning, and dissemination of academic documents.
• Fill in for other administrative roles when necessary.

Skills

Experience in related fields

Education

High School Diploma or GED

Associate Degree

Job description

Position

Administrative Assistant

Department/Campus

Central Office

Reports To

CAO

FLSA Status

Non-Exempt

Pay Grade

PG-1060 ($19.50 - $30.17 hourly)

Job Type

Full Time

Work Hours

Normal Work hours (225 days)

JOB ROLE

The administrative assistant for the academic department plays a crucial role in supporting the day-to-day operations of the department, ensuring efficient communication, organization, and execution of academic initiatives. This role provides direct support to academic leaders such as the chief academic officer and curriculum team.

QUALIFICATIONS

• High School Diploma or GED
• Associate Degree is preferred
• Experience working in related fields is preferred.

KNOWLEDGE AND SKILLS

• Ability to establish and maintain effective working relationships both internal and external to the district.
• Ability to use computers including software, database used by the district, spreadsheet and word processing software, calculator, copy machine, and telephone.

KEY RESPONSIBILITIES

• Organize and maintain curriculum documents, guides, pacing calendars, and assessments in shared drives or platforms (e.g., Google Drive, Schoology).
• Track and update curriculum revision logs and version histories.
• Assist with the creation and formatting of presentations, reports, handbooks, and newsletters.
• Maintain updated records of curriculum materials, adoption timelines, and inventory lists.
• Assist in ordering instructional materials, supplies, and resources for curriculum use.
• Track purchase orders, deliveries, and vendor communications.
• Support budget tracking for curriculum team expenditures.
• Provide direct support to curriculum specialists, coordinators, and the Chief of Academics as needed.
• Ensure proper filing and accessibility of department records in Google Drive or other digital platforms.
• Take initiative in improving organizational systems to support team productivity.
• Support special curriculum projects such as textbook adoptions, pilot programs, or grant-related documentation.
• Manage printing, scanning, and dissemination of academic documents.
• Fill in for other administrative roles when necessary.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

• Light Work: may require occasional light lifting.
• Position is in an office setting and may involve prolonged work at a desk in one location.
• Moderate travel is required.