Academic Administrative Assistant

Description Job Description Academic Administrative Assistant Beta is a Title I Schoolwide campus. I understand that part or all of this job could be funded with federal funds. Requirements Mission The mission of the Beta Academy Academic Administrative Assistant is to support the curriculum and instruction administrative team in establishing world-class classrooms through a culture of joyful rigor and develop scholars and leaders who can contribute on a community, national, and international level. Outcomes & Deliverables Manage & Update District Academic Calendar Calendar events are error free and scheduled at least two weeks prior to event. All required attendees are included on invite with 100% accuracy. Meet Project Deadlines Assist the curriculum & instruction team in meeting deadlines for 100% of projects. Academic Data Review Monthly - Prepare and update academic data for CAO to review with principals during academic meetings. Weekly - Monitor and maintain academic programs/platforms to ensure they are up to date. Meet Training & Survey Goals 100% of teachers will complete their curriculum and Google training on time. 100% of teachers will complete academic training or curriculum surveys. Role Based Competencies Organization & Planning Attention to Detail Follow-through High Standards Openness to Feedback and Ideas Proactivity Efficiency Communication Team Work Problem-Solving Emotional Intelligence Flexibility/Adaptability Beta Culture Competencies Joy Culture of Honor Courageous Conversations Integrity Innovative Thinking Creativity Summary: The Academic Administrative Assistant will primarily support the day-to-day work of the curriculum & instruction team. This person is directly accountable for providing a wide range of administrative, technical, curriculum, and academic related tasks and will have a direct and positive impact on the mission of Beta Academy. Key tasks include: creating and maintaining data spreadsheets, academic program and data management, preparing materials for academic meetings and training, scheduling and coordinating academic coach visits, and creating feedback surveys. Expert level written and verbal communication skills, organizational skills, and attention to detail are foundational requirements for success in the role. The main goal of this position is to support the academic team with follow-through and completion of critical tasks and projects. Essential Responsibilities: Manage the district academic calendar, requiring interaction with internal and external contacts, to coordinate a variety of meetings, training, etc. Prepare materials for a wide range of meetings and trainings with stakeholders including, but not limited to, magic makers, principals, administrators, and leaders. Prepare academic meeting agendas and send follow-up emails to inform all stakeholders and meeting attendees of the action items and meeting decisions. Assist with the creation of Google Slides presentations, reports, and other written materials Proofread written communications going out on behalf of the academic leadership team Coordinate orders, deliveries, and coordinate with curriculum vendors as needed Attend meetings with the academic leadership team to take detailed notes and support with the execution of key action items Participate in special academic projects that contribute to the overall goals of Beta Academy Run data reports from academic programs such as (NWEA MAP, IXL, ST Math, AR, Reading Horizons, Edcite, and more). Organize collected data into user-friendly spreadsheets for data analysis performed by principals, teachers, and academic team. Proactively plan days and weeks ahead to ensure Beta Academy's academic leadership team is well positioned to execute their roles Create purchase orders, submit receipts for reimbursements, turn in travel/mileage reimbursments, etc. for the academic team. Write standard operating procedures for academic processes, projects, events, data analysis, etc. (as needed) Return calls and emails promptly and efficiently on behalf of Beta Academy and the academic leadership team, with the ability to distinguish urgent needs and act accordingly Other duties as assigned by the Chief Academic Officer General (PK-12) Attend and actively participate in professional development and training. Continuously learn and develop the knowledge and skills necessary to grow as an individual through continuous professional development and extensive reading. Commit to reading at least one book with the Chief Academic Officer or Superintendent per school year. Perform any other duties assigned by the Chief Academic Officer or Superintendent. Interpersonal Skills: Highly developed organizational and project management skills with demonstrated ability to prioritize tasks, meet deadlines and manage time effectively Work independently, as well as in groups with peers, to facilitate, organize, and coordinate new and innovative program options Interpersonal skills: inspire and direct others to do their best work Ability to embrace and thrive in a flexible and changing work environment Ability to honor the products of the work undertaken by others and to recognize the value of that work A proactive approach and commitment to do whatever is necessary to ensure tasks and functions are fulfilled Professionalism & Communication: Demonstrate professionalism by being in regular attendance and arriving on time to work, staff meetings, training, parent nights (one per month), and other assigned duties. Complete required training on time. Work cooperatively to create an atmosphere of unity among the school community and refrain from gossip, negativity, and unsupportive comments. Demonstrate professionalism at ALL times. Exercise wisdom by remaining calm, respectful, and non-defensive during parent meetings, disagreements, and personal attacks. Utilize professional communication with strong grammar, syntax, usage, and/or spelling skills during phone conversations, personal conversations, emails, and social media such as Facebook, Instagram, Twitter, etc. refrain from attacking others, or fighting, on social media. Professional communication is used on and off campus. Exhibit professionalism in appearance and follow the BA standard of dress located in the Magic Makers Handbook under the Dress Code section. Apply this standard of dress to social media posts in regards to modesty in dress and action (ex: swimsuit, cleavage, & shirtless pictures, in addition to posts with alcohol, cigarettes, and bars etc.). Check staff email a minimum of three times daily during normal working hours and check teacher in-box daily and commit to reading updates, notes, and employee notices in a timely manner. Qualifications: Bachelor's degree preferred with professional experience in a related role Proven ability to successfully manage multifaceted projects in a deadline driven environment Must be energetic, goal oriented, enjoy a fast-paced environment, and have excellent follow through Demonstrate ability to effectively work in a team environment Self-starter with strong professional presence Availability for some evening and weekend activities Must be highly resourceful, flexible, have strong attention to detail, and hold a high bar for quality work. Ability to work and communicate with stakeholders at multiple levels of an organization. High proficiency with Google Suite (Gmail, Meet, Chat, Calendar, Drive, Docs, Sheets, and Slides) and willingness to learn new productivity apps as needed. Passionate about Beta Academy's mission and ability to communicate the philosophy, mission, and values of Beta Academy to external and internal stakeholders.