Executive Administrative Assistant, Immersion

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 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.

• 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.

• 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…