Secretary - Director of Advanced Academics

Secretary, Advanced Academics Services

Starting Hourly Pay Rate: $18.04 (Based on  Compensation Plan)

Job Title:

Secretary, Advanced Academics Services

Date Revised:
September 15, 2026

Reports To:

Director of Advanced Academics

Department/Campus:
Academic Services

Pay Grade/Duty Days: CP5, 226

FLSA:
Nonexempt

This position is responsible for supporting the daily operations of the Advanced Academic Services Director and team. The position will monitor and maintain operating budget changes, support the team with projects, coordinate scheduling, and professionally communicate across various modalities within the district and with the community.

1. Manage assigned departmental projects and initiatives from planning through completion, including developing timelines and checklists, coordinating stakeholders, monitoring deliverables and deadlines, following up on outstanding items, and proactively communicating status, barriers, and decisions needed to the Director.

2. Provide customer service and departmental support by answering phones, responding to emails, and assisting visitors in a professional and welcoming manner.

3. Draft, edit, format, and maintain professional correspondence, agendas, presentations, reports, charts, forms, publications, event materials, and other internal and external communications, ensuring accuracy, consistency, and alignment with district and department branding.

4. Support departmental operations by maintaining efficient organizational systems, including electronic and physical files, databases, spreadsheets, records, calendars, digital platforms, and other systems necessary to facilitate department workflow and ensure timely access to information.

5. Maintain departmental websites, calendars, office systems, and digital platforms.

6. Coordinate and support the planning and execution of Advanced Academics events, professional learning, meetings, trainings, and special initiatives, including timelines, registration, communications, facilities, vendors, materials, transportation, catering, and day-of-event logistics, as applicable.

7. Coordinate logistical needs for Advanced Academics programs and events, including facility scheduling, transportation requests, materials, equipment, supplies, and other operational requirements.

8. Support assigned financial processes and budget activities, including requisitions, purchase orders, invoices, budget documentation, tracking, and other processes necessary to support accurate and compliant management of department funds.

9. Organize and prioritize multiple assignments and competing demands to ensure short- and long-term projects, communications, and departmental responsibilities are completed accurately and within established timelines.

10. Anticipates needs, identifies required next steps, independently advances assigned work, monitors progress, and follows tasks and projects through completion with minimal supervision.

11. Performs other duties as assigned.

12. Performs all duties and tasks in a manner consistent with all applicable policies, procedures, and practices within the Department and District, with all applicable local, state, and federal regulatory requirements, as well as with all relevant guidelines, standards, and requirements as set forth by governing bodies including, without limitation, Texas Health & Human Services, Texas Education Code, State Board of Education, Texas Education Agency, and Texas Association of School Boards.

13. Maintains relevant and up-to-date understanding, working knowledge, and proficiency of current best practices, as well as state and federal mandates for proper implementation and application of compliance measures for gifted/talented instruction and budgeting.

14. Fulfills all applicable Texas state-mandated continuing professional education requirements applicable to the credentialing requirements of the job.

15. Demonstrates applicable standards and practices of professional conduct and care in the performance of the job function.

16. Monitors respective work activity, and the work activity of others, for variances and anomalies.

17. Identifies and timely reports any known or suspected compliance issues to appropriate personnel.

18. Participates, as assigned, in audits and in the preparation for audits, whether initiated internally or externally.

19. Adheres to all other District-wide policies and procedures…