Administrative Assistant to Executive Director of Teaching and Learning

Job | Posted 4 days ago
Position Areas
Non-Instructional Support


Norman Public Schools
Administrative Assistant to Executive Director of Teaching & Learning Job Description


Job Title: Administrative Assistant to Executive Director of Teaching & Learning 

Credentials: None required for this position

Education: High school diploma or GED


Training or experience required: 4-5 years of secretarial and/or clerical experience in an educational environment. Minimum of 1 year with computer experience using word processing, databases, and spreadsheets. Minimum of 1 year working in a school system is preferred.


Site: Curriculum Center


Reports to: Executive Director of Teaching & Learning 


Contract: 260 days


Salary Schedule: Secretary 1/Commensurate with experience 


FLSA Classification:  Non-exempt


Essential Job Functions:

Administrative Support:

  • Provide clerical support using word processing, database, and spreadsheet software.

  • Prepare routine incoming and outgoing correspondence as assigned and ensure timely responses.

  • Receive, direct and possibly perform simple interviews with visitors

  • Manage phone calls, visitors, and mail; take and deliver messages; open and distribute email.

  • Provide assistance or technical information concerning policies, procedures, and other details.

  • Organize and maintain various files, including confidential ones.

  • Organize and manage the executive director’s and assigned staff’s budgets including entering purchase requisitions, running reports, and keeping a running balance of revenues/ encumbrances. This includes placing/receiving orders. 

  • Perform photocopying, scanning, and other clerical tasks.

  • Organize, prioritize, and coordinate the executive director’s daily schedule, including scheduling appointments, meetings, and travel arrangements. 

  • Adjust priorities for the executive director’s tasks and assist with minor administrative details.

  • Draft, edit, and manage communications, including emails, memos, and reports. Assist in preparing reports, presentations, and other documents as required. Organizing and maintaining electronic and paper files, ensuring easy retrieval of information.

  • Monitor and maintain a neat and organized office.

  • Order and maintain supplies as needed.  Perform any bookkeeping tasks as assigned including but not limited to keeping mileage.

  • Perform backup to other clerical employees in the office during breaks and days off.

  • Must be able to perform tasks with sensitivity, confidentiality and professionalism.

  • Perform other duties as assigned.


Meeting Coordination:

  • Preparing and distributing agendas for meetings, ensuring all necessary materials are available and organized.

  • Summarize minutes to include key points and actions items for various committees, task forces and foundations.

  • Ensuring follow-up on action items from meetings, tracking progress, and reporting back progress to the executive director.

Communication Liaison:
Act as a point-of-contact between the executive director and other staff, departments, parents, and external stakeholders. Ensuring effective communication flow and addressing inquiries promptly.

  • Distribute information to staff, parents, and other stakeholders as directed by the executive director. This includes updates on curriculum changes, instructional strategies, academic standards, and policy updates.

Project Management Support:

  • Assist in the planning, execution, and monitoring of Teaching & Learning projects. This includes coordinating tasks, tracking deadlines, creating materials and/or presentations, and ensuring project milestones are met.

  • Manage resources related to curriculum projects, including materials, budgets, and timelines. Assist in the preparation of grant applications, data and reports as needed.

Data Management and Analysis:

  • Gather and organize data related to Teaching & Learning, such as student performance metrics, assessment results, and other related areas.

  • Assist in analyzing data to identify trends and areas for improvement. Preparing data reports and summaries to inform decision-making processes and strategic planning.

These tasks collectively ensure that the Teaching & Learning department and Executive Director can focus on strategic initiatives and leadership, while the executive administrative assistant manages the essential administrative and operational aspects of their role.


Knowledge, Skills, & Abilities:

An executive administrative assistant to the Executive Director of Teaching & Learning plays a crucial role in ensuring the smooth operation of the curriculum and instructional processes. This person must uphold the Norman Public Schools core values of Integrity, Inclusiveness, Collaboration,and Optimism. 

Successful performance of the job requires exceptional customer service/people skills and to handle problems and provide information and technical assistance as requested. It requires complying with safety guidelines and policies to reduce accidents or injuries to staff or to students. It requires following professional dress standards, proper attendance or leave policies, and other work-habits concerns for staff. Creativity, initiative and effective problem-solving are critical to the success of the position; helping to manage the computerization of school district operations; providing training and support to district staff in the use of administrative computer systems; performing such tasks to the ultimate benefit of the educational program. 

An incumbent in this position will utilize discretion, ingenuity and independent judgment due to the complexity of the job. Since there may be several ways to solve a problem, an incumbent is free to choose the solution.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Posted By

Norman Public Schools

131 South Flood , Norman, OK 73069

At the following locations


131 S FLOOD AVE , NORMAN, OK 73069