Instructional Assistant

Young World Physical Education; Virginia (MN); On-site; USD 30,000 - 40,000; Full time

Job summary

Young World Physical Education is seeking an Instructional Assistant to provide administrative, logistical, and data management support for the CTE program and Athletics department in Virginia. The role requires strong organizational skills, the ability to manage compliance documentation, and coordinate events efficiently.

The ideal candidate must possess advanced data management skills, attention to detail, and a commitment to maintaining confidentiality regarding student records. This position involves assisting with state and federal reporting requirements.

Qualifications

• Proven ability to organize and execute a high volume of tasks.
• Experience in managing financial documentation and compliance records.
• Ability to maintain strict confidentiality regarding student records.

Responsibilities

• Maintain and manage operational, financial, and compliance data.
• Assist with student eligibility and Athletic Physical tracking.
• Coordinate logistics for athletic events and transportation.

Skills

Strong digital data management skills

Organizational skills

Technical proficiency in Excel/Google Sheets

Attention to detail

Effective communication

Tools

Database management systems

Digital student information systems (SIS)

Job description

Job Description

Location: Mecklenburg County School District – Mecklenburg County High School, Baskerville, Virginia

The Instructional Assistant provides comprehensive administrative, logistical, and data management support to both the CTE program and the Athletics department. This dual‑focus role is critical for ensuring full compliance with district, state, and federal reporting guidelines (including CTE and VHSL regulations). The ideal candidate is highly organized, possesses strong digital data management skills, and can execute logistical tasks independently with minimal supervision.

Key Responsibilities

CTE Data Management & Compliance

• Operational Data: Maintain, enter, update, and retrieve department operational data, including financial, statistical, credential, and program metrics. Compile comprehensive reports as assigned.
• Credential Tracking: Manage student registration and progress tracking for industry credentials and technical skill assessments.
• Compliance Support: Assist with state and federal reporting requirements, ensuring all CTE‑related documentation and compliance measures are accurately prepared and submitted.

Financial, Inventory, & Procurement Administration

• Purchasing: Research vendor quotes, prepare purchase requests, and process purchase orders for both CTE and Athletic equipment/supplies.
• Inventory Control: Track and maintain active inventory records for instructional supplies, athletic gear, and department equipment.
• Budget Tracking: Maintain precise grant and budget documentation to ensure financial compliance with district, state, and federal funding guidelines.

Logistics, Events, & Department Support

• Athletic Transportation: Coordinate transportation details for athletic trips, including tracking down qualified non‑CDL drivers for specialized trips when school buses are unavailable.
• Parent Communications: Compile and manage necessary paperwork and rosters for seasonal parent meetings.
• Event Coordination: Assist the athletic and CTE staff in planning, organizing, and executing special events (e.g., athletic banquets, signing days, career fairs).
• Operational Flexibility: Organize, prioritize, and execute work independently; perform other duties as assigned to support effective CTE and Athletic program operations.

Athletic Compliance & Roster Management

• Student Eligibility: Process and organize student athletic eligibility information, ensuring strict adherence to district policies and state bylaws.
• Physical Exam Tracking: Manage the filing and digital entry of student Athletic Physicals via physical files and online registration platforms.
• Coaching Certifications: Track, audit, and document coaches' mandatory education requirements, including VHSL State Component courses, CPR/First Aid, and local training modules.
• Awards & Recognition: Create, print, and distribute athletic certificates and student‑athlete recognition documentation.

Performance Expectations & Skills

• Independence: Proven ability to organize, prioritize, and execute a high volume of diverse tasks with minimal supervision.
• Technical Proficiency: Advanced skills in data entry, database management, spreadsheets (Excel/Google Sheets), and digital student information systems (SIS).
• Attention to Detail: Exceptional accuracy in managing financial documentation, student medical/physical clearance, and state compliance records.
• Communication & Confidentiality: Ability to communicate professionally with staff, parents, and community partners while maintaining strict confidentiality regarding student records.

Position Details

• Department: Career & Technical Education (CTE) & Athletics
• Reports To: CTE Administrator / Athletic Director
• Position Type: 10‑month position

Job Requirements

• Citizenship, residency, or work visa required