Academic Administrative Assistant

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Current job opportunities are posted here as they become available.

Beta is a Title I School wide campus. I understand that part or all of this job could be funded with federal funds.

The Academic Administrative Assistant is a key player in the success of the administrative team, providing essential support that empowers leaders to stay focused on driving the mission forward. This role is responsible for expertly managing details, organizing schedules, planning events, and handling important academic data, ensuring administrators can concentrate on big-picture goals. Through valuable support and seamless coordination, the Academic Administrative Assistant keeps operations running smoothly, sets leaders up to thrive, and helps advance the organization's vision every day.

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.

2. Meet Project Deadlines

Assist the assigned administrative team members in meeting deadlines for 100% of projects.

3. 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.

4. 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.

• Organization & Planning
• Attention to Detail
• Follow-through
• High Standards
• Openness to Feedback and Ideas
• Proactivity
• Communication
• Team Work
• Problem-Solving
• Joy
• Culture of Honor
• Courageous Conversations
• Integrity
• Innovative Thinking
• Creativity

The Academic Administrative Assistant will primarily support the day-to-day work of the curriculum & instruction team and the Assistant Superintendent. 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, coordinating and setting up/decorating training rooms, ordering and picking up meals and snacks for training, creating purchase orders, checking in curriculum, 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.

• 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, sign in sheets, and send follow-up emails to inform all stakeholders and meeting attendees of the action items and meeting decisions. Sign in sheets and agendas must be organized maintained on the drive for each year.
• Set up, decorate, and organize rooms to prepare for training events as assigned by the assistant superintendent or a member of the C&I team.
• Collect orders, submit orders, and pick up food and/or snacks and supplies for training and events.
• Assist with the creation of Google Slides presentations, reports, and other written materials
• Assist with the implementation of tasks and projects assigned by the Joy Committee.
• Proofread written communications going out on behalf of the academic leadership team
• Coordinate orders and deliveries 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 and events that contribute to the overall goals of Beta Academy
• Play a key role in the coordination and implementation of campus-wide events and project-based learning activities such as:
  Lemonade Day, Catapult Competition, Cardboard Boat Regatta, Wax Museum, etc. (Only as assigned by the CAO or Assistant Superintendent). This is not an exhaustive list.
• Take training for all required academic data programs such as NWEA MAP, IXL, ST Math, AR, Reading Horizons, Great Minds, Math Fact Lab, DMAC, and more.
• Organize, format, and synthesize the data to highlight key findings and prepare user-friendly summaries.
• Customize reports by pulling data for specific scholars, streamlining the process for team members.
• Provide user-friendly spreadsheets for data analysis by principals, teachers, and the academic team.
• Proactively plan meetings, activities, trainings,…