Job Title: Administrative Assistant - Charter Schools Office
Classification: C5
Department: Charter Schools Office
Updated: October 2024

Job Summary

Provides administrative support to the Associate Vice President for Charter Schools and the service area.

Essential Functions:

Administration

• Assist leadership in carrying out the office/unit operation responsibilities.
• Responsible for specific projects/programs whether self-initiated or initiated by leadership which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a project/program.
• Monitor assigned tasks for quality control (following procedures, accuracy, completeness, meet quality standards for professional appearance of mailings, etc.).
• Prepare standard and requested reports requiring tabulation, compilation, manipulation of data and narrative explanation by using Microsoft Excel and other software programs.
• Schedule appointments and manage calendars for leadership as requested.
• Act with a high degree of independence as a liaison with internal and external contacts and in preparing meeting materials, minutes, programs, updates, recruiting and other support functions related to work areas. 
• Organize and maintain the systems for central files for the office and coordinate contract files and records management.
• Regular communication with all support staff to maintain strategic and balanced workload and fulfill office responsibilities.
• Maintain and recommend updates to office administration’s policy and procedures,
• Work independently and with other staff members to plan and execute various events, including special events and functions.
• Perform other duties as required/assigned by leadership.

Budget and Finance

• Maintain and analyze set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, make recommendations to improve budget processes.
• Maintain and reconcile monthly invoices and statements.
• Work closely with Business and Finance representatives.
• Process all travel and expense requests.
• Facilitate all external contracts and adjunct assignments from initiation.

Human Resources Duties

• Liaison to Human Resources
• Facilitate the hiring process from initiation
• Maintain the office personnel files
• Perform work of a confidential nature

Non-Essential Functions:

Not Applicable

Required Qualifications:

• High school graduate or equivalent.
• Minimum of five years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience in a supervisory role or equivalent.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to handle complex budget records and assist with financial concerns.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Bachelor’s degree.
• Experience in a K-12 school setting.
• Independent, self-starter with a desire to introduce innovation and best practices focused on process improvement and service to stakeholders.
• Ability to communicate clearly and concisely, both orally and in writing. 
• Willingness to provide a high level of customer service support to the internal office team and external stakeholders.
• High-level of understanding and experience with Workday processes and workflows, with an emphasis on finance and human resources.
• Experience using Workday Strategic Sourcing.
• Ability to develop and streamline financial processes and procedures to support the operations of the office and team.
• Ability to independently analyze and recommend solutions to process issues.
• Knowledge and practical experience using Microsoft Word, Excel programs and design software such as Canva.
• Experience developing spreadsheets to monitor and report information for a variety of purposes, including finances, complaints, large-scale events, demographic information, etc.
• Ability to aggregate data and information and provide written summaries for a variety of stakeholders.
• Excellent organizational skills.
• Demonstrated ability to problem-solve to solve complex problems.
• Interacts with all stakeholders in positive, supportive, and cooperative ways and provide courteous and accurate customer service.
• Ability to effectively complete tasks with frequent interruptions.
• Ability to work cooperatively and collaboratively with team members.
• Experience working effectively with other university departments.
• Experience drafting and editing formal correspondence.
• Experience with meeting and event planning.

Supervision Received:

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised:

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division. 

Physical Demands:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Back to C5 Position Descriptions