Academic Administrative Assistant at Beta Academy in Houston, TX

Job description

• Beta is a Title I Schoolwide 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.
• 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.

Responsibilities

• 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.
• Assist the assigned administrative team members in meeting deadlines for 100% of projects.
• 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.
• 100% of teachers will complete their curriculum and Google training on time.
• 100% of teachers will complete academic training or curriculum surveys.
• 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, and projects in advance to ensure Beta Academy’s academic leadership team is well-positioned to execute their roles
• Create purchase orders, submit receipts for reimbursements and food orders, turn in travel/mileage reimbursements, 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 or Assistant Superintendent.
• 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 Assistant Superintendent per school year.
• Perform any other duties assigned by the Chief Academic Officer or Assistant Superintendent.

Requirements

• 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
• Joy
• Culture of Honor
• Courageous Conversations
• Integrity
• Innovative Thinking
• Creativity
• 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
• 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 all required training on time.
• Demonstrates a growth mindset by actively seeking out feedback, receiving it graciously, and applying it to improve performance and professional practice.
• 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 employee notices in a timely manner.
• 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 a 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.

Skills

Required

• Organizational skills
• Attention to detail