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Executive Administrative Assistant, Immersion

ASU Preparatory Academy
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Salary Range:

$55,000.00 - $64,500.00 USD annually.

 

As part of Arizona State University’s charter to provide access and excellence, ASU Preparatory Academy shares this commitment by As part of Arizona State University’s charter to provide access and excellence, ASU Preparatory Academy shares this commitment by demonstrating all students can achieve at the highest levels, regardless of their background. To scale our current impact, ASU Preparatory Academy is advancing a major expansion program taking fundamental responsibility for the communities we serve.

Under the supervision of the Head of Immersion Schools, the Executive Administrative Assistant, Immersion performs varied advanced secretarial and administrative work unique to supporting the Head of Immersion Schools in the daily running of the network, requiring initiative and independent judgment. The Executive Administrative Assistant maintains official records, supports budget and purchasing functions, implements administrative policies, and handles problems and non-routine situations by determining the appropriate approach or action and interpreting guidelines, procedures, policies, and practices.

 

QUALIFICATIONS:

  • Bachelor’s degree required, Bachelor’s degree in Education preferred.
  • 5+ years’ experience supporting educational leadership and/or office management within a school-setting.
  • Ability to read, speak, and/or write in Spanish, preferred but not required.
  • Active AZ Department of Public Safety (DPS) IVP Fingerprint Clearance Card.
  • Any equivalent combination of experience, training and/or education from which comparable knowledge, skills and abilities have been achieved. 

 

DUTIES AND RESPONSIBILITIES:

  • Directly support the Head of Immersion Schools with various administrative tasks, to include processing, recordkeeping, and monetary functions.
  • Support the Head of Immersion Schools with calendar management, meeting scheduling, and prioritization of appointments and deadlines.
  • Manage office operations support such as receiving and screening telephone calls and visitors; scheduling meetings, conferences, seminars, and special events.
  • Maintain recordkeeping systems, including opening and reviewing incoming mail and routing items appropriately.
  • Maintain budget and prepare reports for the Head of Immersion Schools; manage the network budget, process requisitions, and approve payments in accordance with established procedures.
  • Process purchase orders and reimbursements; create and maintain supporting documentation for approvals and audits.
  • Collect and reconcile monies; prepare schools’ cash and check deposits.
  • Create multiple financial reports and reconciliation summaries (e.g., budget status, purchasing logs, deposits, reimbursements, and other assigned reports).
  • Monitor time cards and supply budgets; communicate discrepancies or concerns to appropriate supervisors.
  • Work closely with Receptionist(s) for effective office operation and consistent network communications.
  • Interpret and explain established policies and procedures in response to inquiries from a variety of sources.
  • Support the development of policies and assist with ensuring compliance with legal requirements and organizational procedures (documentation, tracking, and follow-through).
  • Collaborate with principals and network leaders on discipline matrices and restorative justice practices (coordination, documentation, and tracking implementation supports as assigned).
  • Lead monthly admin assistant trainings and meetings, including agenda development, facilitation, communication of expectations, and tracking of action items.
  • Provide network leadership project management support, including planning tools, timelines, presentations, and data analysis projects to support network initiatives.
  • Evaluate and resolve problems within scope of position; elevate complex issues as needed.
  • Access student databases to retrieve student information as needed for operational support and reporting.
  • Assist in preparing and distributing school family and faculty correspondence; respond to inquiries with professionalism and accuracy.
  • Required to maintain strict confidentiality and exercise discretion in all aspects of the role. 
  • Weekly distribution of information sent out to network eg. Principal Newsletter.
  • Additional duties may be assigned as necessary.

 

KNOWLEDGE, SKILLS AND ABILITIES 

  • Demonstrates excellent reading, writing, computation, technology and communication skills.
  • Proven ability to efficiently manage administrative and clerical tasks, ensuring accuracy, organization and timely completion.
  • Maintains strict confidentiality and exercises discretion when handling sensitive information related to personnel, students, and school operations. 
  • Skilled in managing multiple priorities, calendars, and projects in a fast-paced, high-energy environment with professionalism and attention to detail.
  • Proven ability to communicate clearly, professionally, both orally and in writing.
  • Collaborates effectively with colleagues, stakeholders, and leadership teams.
  • Experience in supervising staff to achieve operational and customer service goals.
  • Proficient in standard office procedures, records management, bookkeeping, experienced with MS Office Suite, Google Workspace, and other administrative software.
  • Ability to articulate, represent professional demeanor and ability to take initiative.

 

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is frequently required to stand and talk or hear and sometimes walk and sit. The employee must use hands, arms and fingers to input data, handle, feel or reach. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs such as boxes, supplies, etc. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus, close vision, distance vision, color vision, peripheral vision and depth perception.

 

LOCATION:  

UCENT

 

TRAVEL: 

Occasional travel may be required for site visits, meetings, trainings and/or conferences. Locations may vary and may require overnight stays.

 

This job description is subject to change at any time.