Special Assistant to the President

THE CLASSICAL ACADEMY

POSITION DESCRIPTION

Title: Special Assistant to the President         Department: President's Office

Date: Updated May 15, 2024                          FLSA Status: Exempt

Work Year: 260 Day Calendar Year

Salary: $65,000-$76,000*

*depending upon previous relevant experience. Actual starting pay rate will be determined after a review of the work experience provided on the job application and resume.

GENERAL STATEMENT OF DUTIES:

The Special Assistant to the President has three primary responsibilities. First, the Special Assistant is the Board Clerk and responsible for the administrative requirements of the TCA Board. Second, is to manage and lead the oversight of the TCA web presence to ensure accurate representation and communication. Third, is to assist the President of The Classical Academy (TCA) in accomplishing the vision, mission, and goals established by the TCA Board and President. Additional duties include aiding the President in research of educational issues, development and implementation of school programs, grant writing, and event planning/management. One of the "faces" of the President's office that should exhibit the following traits when representing the Office of the President: helpful, friendly, courteous, kind, cheerful, well mannered, tidy appearance.

ORGANIZATIONAL RELATIONSHIP:

Reports directly to the President.

ESSENTIAL JOB FUNCTIONS:

The following statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required. The description may not include all functions performed by incumbents in various locations. The Classical Academy reserves the right to modify or change the duties or essential functions of this job at any time.

• Maintains records in accordance with the TCA Bylaws and other applicable policies or documents
• Directly contributes to prioritization and coordination to meet TCA Board-directed long-range goals and near-term operational objectives.
• Serves on the Governance Committee and the Agenda Setting Committee (and other committees as assigned).
• Manages the set-up of the Boardroom for monthly meetings.
• Provides administrative assistance to the TCA Board of Directors (developing agendas, taking/maintain minutes of Board meetings, coordinating tasking from the TCA Board with the President, managing the Board information placed on the TCA web site, amending TCA Board policies, sending out Board correspondence to the TCA community, coordinating information (read-a-heads) required for TCA Board meetings).
• Acts as an executive officer in coordinating and implementing tasking from the President to the Cabinet or other applicable staff within TCA or outside agencies.
• Manages and leads the annual TCA Board Election and associated communication.
• Accompanying/representing the President at meetings as directed by the President and providing analysis (TCA Board, Staff meetings, etc.).
• Assists the Board Secretary and the Director of Communication with public Board notices and other community wide communication.
• Acts as liaison between the President and the TCA Board of Directors with regard to matters of critical importance to the TCA mission and vision, staff, and community.
• Works directly with the President and TCA Legal Counsel regarding necessary statutory requirements and compliance with all associated Colorado School Law requirements.
• Provides counsel to the President regarding Strategic Plan development and implementation.
• Assists the President in writing reports and advises strategy for presentations to the TCA Board of Directors, the ASD20 Board of Education, the CO Department of Education, and the State Board of Education.
• Develops, manages, maintains, and supports the TCA website, including critical user interface design and activities, and associated forms, calendars, pages, and documentation.
• Leads and manages the principal-appointed point-of-contacts for TCA's seven different school websites/pages. Will meet monthly with each school representative to ensure accurate and valid information for TCA's web presence.
• Ensures that all documentation on the Website is ADA compliant and in alignment with Colorado and Federal Law.
• Acts as liaison between President's Office and internal staff at all levels, as well as the TCA community (i.e., attends Academic Lead Team and other school principal-directed meetings representing the President, when requested).
• Exercises a high degree of independent judgment and discretion in planning and coordinating activities significant to the operation of TCA.
• Handles confidential information in a discreet and professional manner.

• May be required to carry and respond to a school-owned mobile communication device for the purpose of conducting school related business both during and after normal business hours.

MARGINAL JOB FUNCTIONS:

• Assists the President with administrative duties to include preparation of PowerPoint presentations, writing drafts of correspondence (newsletter items, letters, media releases, thank-you notes, President reports etc.), mass mailings, and other duties necessary for the operation of the President's office.
• Assists the President and Advancement Officer in developing fundraising strategies, associated processes/procedures, and events.
• Collaborates and assists the Director of Communication and the TCA Registrar team members when planning marketing campaigns.
• Assists in the creation of editorial and other content for various media platforms and outlets.
• Acts as liaison with D-20 school representatives by attending District 20 school board meetings and researching data with school district staff as directed by the TCA President.
• Monitors information from outside the TCA community and provides periodic updates (State Board of Education, Colorado Department of Education, Foundations, etc.).
• Partners with the Advancement Officer with grant writing applications for opportunities that complement the needs of TCA.
• Maintains knowledge of Colorado Open Meetings laws and informs the Board and the TCA President of best governance practices.
• Processes and files a variety of documents, including sensitive and confidential information.
• Performs other duties as required.

MINIMUM QUALIFICATIONS:

EDUCATION:

• Bachelor's degree required
• Master's degree desired, preferably in the field of education or business/management 

EXPERIENCE:

Two years teaching/administrative experience and/or management experience

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of computer software use (Word, Excel, PowerPoint, etc.)
• Knowledge of CMS (Content Management Systems) or LMS (Learning Management Systems)
• Knowledge of education issues and research techniques

• Excellent writing, grammar, and editing skills

• Able to organize and implement multi-tasking assignments
• Strategic planning skills
• Event planning expertise
• Ability to communicate effectively verbally and in writing
• Works well with people in a team environment
• Courteous and amenable office presence
• Helpful attitude
• Adhere to confidentiality laws and restricted release of personal information
• Able to conduct/facilitate meetings
• Capable of working with a wide range of people (parents, staff, students, etc.) within time sensitive deadlines
• Capable of working under stressful conditions and prioritizing multiple tasks/projects
• Handles information that requires confidentiality and strict adherence to laws governing the release of personal information

SCOPE OF INTERPERSONAL CONTACTS:

• Board Members
• Parents
• Staff
• Administration
• Students
• State and local officials
• Donors
• K-12 education representatives
• Corporate and foundation representatives
• Regional, state, and local businesses
• Visitors to the school 

Contacts are generally of a nature requiring disseminating and discussing routine information, but the information discussed may also be sensitive in nature, requiring a high degree of professionalism and confidentiality.

WORK ENVIRONMENT:

• Work is generally performed within a standard office environment.
• Work may be performed in a variety of other environments.
• Required to work normal business hours and additional evening hours as needed.
• Occasional car travel required.

PHYSICAL DEMANDS:

The following are some of the physical demands commonly associated with this position. They are included for informational purposes and are not all inclusive.

• Typical demands require the employee to:
  • Frequently use eye, hand, and finger coordination to enable the use of a computer, other office equipment, and writing utensils.
  • Spend the majority of work hours sitting and occasionally stand, walk, or drive while performing job duties.
  • Frequently be involved in verbal and auditory interaction both interpersonally and through communication devices
  • Occasionally lift/carry burdens weighing up to 30 lbs. 

COGNITIVE FUNCTIONS:

The following are some of the cognitive functions commonly associated with this position. They are included for informational purposes and are not all-inclusive:

The staff member may be required to analyze, communicate, compare, compile, compute, coordinate, copy, evaluate, instruct, negotiate, synthesize, reason, and use interpersonal skills

BENEFITS: 0.5 to 1.0 FTE:
The Classical Academy offers competitive pay and a robust total compensation package including:

• MEDICAL INSURANCE: There are three options for Medical coverage, including an HSA option; as well as access to OneMedical for eligible staff members who elect a TCA Medical plan. The Classical Academy (TCA) makes a monthly contribution toward your medical premiums as an employee.
• DENTAL INSURANCE: Dental insurance is offered through Delta Dental of Colorado. TCA makes a monthly contribution toward the premium for this benefit
• LIFE INSURANCE/LTD: Employees are provided a $25,000 group term life insurance through The Standard Life Insurance Company and offers Long-term Disability coverage as well. TCA pays the full cost of group term life insurance and long-term disability benefits. Accident and hospital indemnity plans are also available to employees through The Standard, for an additional cost.
• RETIREMENT PLAN: Administered by Colorado PERA, this is a tax deferred retirement account to which you contribute 11% of your monthly earnings. TCA contributes 20.9% to the PERA pension trust fund on your behalf.
• VOLUNTARY VISION INSURANCE: EyeMed is the voluntary vision program available to TCA employees.
• WELLNESS PROGRAM: A voluntary wellness program though Orriant is offered in which employees are eligible to earn an incentive of up to $150 for participation AND achievement of wellness activity goals
• RETIREMENT OPTIONS: Employees may elect to participate in deferred income for retirement purposes: PERA Plus 401(k) through Empower
• MEDICAL and DEPENDENT CARE FLEXIBLE SPENDING ACCOUNT: This account allows employees to save money for unreimbursed medical expenses or dependent care expenses to be used within the plan year (July to June) on a tax-exempt basis.  This reduces your taxable income.
• TIME OFF COMPENSATION: An employee with 0.5 to 1.0 FTE will receive Staff Leave and Personal Leave. For positions less than 1.0 FTE, leave time will be prorated based on FTE. Our leave program is fully compliant with the Colorado Healthy Families Workplace Act.
• PRIORITY ENROLLMENT STATUS: Children of staff members 0.4 FTE and above receive priority enrollment of their child/children at The Classical Academy.
• Ongoing Professional Development Opportunities
• Staff Appreciation Meals and Events

Conditions of Employment:
Per the Immigration Reform and Control Act of 1986, the selected applicant shall be required to verify, within 72 hours of employment, her/his legal right to be employed in the United States.

The Classical Academy does not discriminate based on age, race, religion, national origin, disability, gender, or any other protected status in its educational programs and activities (including employment and application for employment).