Executive Assistant to the Academic Director

EXECUTIVE ASSISTANT TO THE ACADEMIC DIRECTOR 12 Months (July 1, 2016 through June 30, 2017) Full-Time, Mon-Fri, Typically 7:30 a.m. 4:00 p.m. Adjusted Hours on Some Days to Accommodate Evening Events or Meetings Some Overtime (1.5 x hourly rate) May Occur at Various Times DESCRIPTION This is a confidential and complex position requiring a high degree of organizational planning, the performance of high level administrative duties and tasks requiring the exercise of independent initiative, knowledge, judgement and tact, and the ability to relieve the Academic Director of administrative detail. ESSENTIAL DUTIES Assists the Academic Director to promote and support the school’s mission and goals Represents the academic program and Academic Director at all times and in the Academic Director’s absence. Keeps the Academic Director informed of program operations and important information when the Academic Director is off-site. Manages the collection of information, posting, and editing of academic program sections on the school’s website. Preparation, development, and publication of the Academic Course Guide, Student and Parent Handbook, the Academic Faculty Handbook, and other school and program publications. Works with the Academic Director to complete the annual MCCC submission and other critical reports/submissions. Leads the administration of all student assessments and related procedures (ACT, PSAT, MCA, etc.) in collaboration with the Academic Director. Assists with prospective student experiences, new student orientation, back-to-school related events, parent-teacher conferences, J-Term, graduation, staff development, and other school events. Provides support to student activity groups (i.e. NHS, Student Council, Yearbook, etc.) in the academic program. Coordinates all Science Museum parking and Metro Transit reimbursement for staff transportation. Covers the lunch break for the front desk administrative assistant daily and serves as back-up, as needed. Monitors and prepares documentation regarding daily academic staff attendance. Monitors, arranges, and assists substitute teachers. Assists with scheduling and coordination of formal and informal teacher evaluations. Coordinates the dissemination of diplomas and final (official) transcripts. Manages all academic program documents such as, field trip forms, testing registration, leave forms, etc.. Coordinates CPR session for state requirement in science classrooms. Prepares and disseminates attendance reports and letters in collaboration with Dean/Counselor(s). Prepares and disseminates academic program communications (i.e. credit recovery) in collaboration with Dean/Counselor(s). Processes purchase orders and reviews and maintains accurate budget for the academic program. Receives and processes new inventory, as well as maintains a comprehensive inventory database for the academic program. Liaison to technology companies copy machines, student Moodle, student WIFI, etc. Takes initiative to learn and implement on-site trouble-shooting strategies regarding school technology. Composes correspondence, as necessary. Reviews and interprets highly confidential information. Implement changes to improve Academic operations and make them more efficient. Manages Academic school calendars, schedules, and meeting calendars. Maintains accurate files and records for Academic Director’s office. Coordinates a wide variety of special projects for the academic program. Attends trainings and workshops for the purpose of professional development. Maintains a high level of public image in all contacts. Performs other duties as assigned.