Community Education & Administrative Specialist
Sylvania, Fredericksburg, Virginia, us, 22403
Primary Purpose:
Work under minimum supervision to provide efficient operation of the school administrative office and management of a comprehensive Community Education plan. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the public.
Qualifications: Education/Certification: High school diploma
Special Knowledge/Skills: Strong public relations, organization, communication, and interpersonal skills; Proficient use of Microsoft Office Operations and Google documents; Ability to multi-task numerous complex administrative activities; Schedule management; Community-based knowledge and knowledge of school district organization and operations; Bilingual (Spanish) a plus
Experience: 3 years or more advanced secretarial experience with extensive contact with people
Major Responsibilities and Duties: Clerical Support
Assist all incoming visitors, ensure they are welcomed with a positive and friendly attitude.
Receive incoming calls, take reliable messages, respond to routine inquiries and refer appropriate inquiries and/or problems to appropriate staff.
Recruit, interview, hire and orient instructors/volunteers for the scheduled Community Education classes and activities in accordance with district guidelines.
Maintain scheduling and proper use of school facilities by Community Education students and instructors, including reserving the venue and preparing materials.
Develop and maintain an effective marketing plan for Community Education. Create all materials and distribute as needed.
Maintain social media accounts and website, create flyers for use inside and outside of the District.
Develop at least three sessions of Community Education courses per year based on needs and requests; pursue mini-sessions to meet unique short-term needs.
Maintain the program budget and ensure that costs remain within allocated amounts.
Collect and account for all tuition and fees collected
Manage and submit pay for all Community Ed instructors
Purchase all materials needed for Community Ed classes
Ensure that classes offered generate sufficient tuition to pay costs
Host Community Ed Advisory Committee at least quarterly.
Demonstrate behavior that is professional, ethical and responsible and serve as a role model for staff.
Policy, Reports, and Correspondence
Prepare correspondence, forms, manuals, reports, presentations, and other documents.
Compile pertinent data used to prepare various required state and local reports.
Prepare purchase orders and payment authorizations as directed.
Compile, maintain, and file all reports, records, and other documents as required.
Other
Comply with policies established by federal and state laws and regulations, and local board policy.
Maintain confidentiality.
Maintain a professional relationship with all colleagues, students and parents.
Help to maintain a strategic community relations program and promote positivity within the school district and community.
Follow district safety protocols and emergency procedures.
Supervisory Responsibilities: None.
Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used:
Standard office equipment including personal computer and peripherals
Posture:
Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion:
Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting:
Occasional light lifting and carrying (less than 15 pounds)
Environment:
May work prolonged or irregular hours; occasional districtwide travel
Mental Demands:
Ability to communicate (verbal and written); work with frequent interruptions; maintain emotional control under stress
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Qualifications: Education/Certification: High school diploma
Special Knowledge/Skills: Strong public relations, organization, communication, and interpersonal skills; Proficient use of Microsoft Office Operations and Google documents; Ability to multi-task numerous complex administrative activities; Schedule management; Community-based knowledge and knowledge of school district organization and operations; Bilingual (Spanish) a plus
Experience: 3 years or more advanced secretarial experience with extensive contact with people
Major Responsibilities and Duties: Clerical Support
Assist all incoming visitors, ensure they are welcomed with a positive and friendly attitude.
Receive incoming calls, take reliable messages, respond to routine inquiries and refer appropriate inquiries and/or problems to appropriate staff.
Recruit, interview, hire and orient instructors/volunteers for the scheduled Community Education classes and activities in accordance with district guidelines.
Maintain scheduling and proper use of school facilities by Community Education students and instructors, including reserving the venue and preparing materials.
Develop and maintain an effective marketing plan for Community Education. Create all materials and distribute as needed.
Maintain social media accounts and website, create flyers for use inside and outside of the District.
Develop at least three sessions of Community Education courses per year based on needs and requests; pursue mini-sessions to meet unique short-term needs.
Maintain the program budget and ensure that costs remain within allocated amounts.
Collect and account for all tuition and fees collected
Manage and submit pay for all Community Ed instructors
Purchase all materials needed for Community Ed classes
Ensure that classes offered generate sufficient tuition to pay costs
Host Community Ed Advisory Committee at least quarterly.
Demonstrate behavior that is professional, ethical and responsible and serve as a role model for staff.
Policy, Reports, and Correspondence
Prepare correspondence, forms, manuals, reports, presentations, and other documents.
Compile pertinent data used to prepare various required state and local reports.
Prepare purchase orders and payment authorizations as directed.
Compile, maintain, and file all reports, records, and other documents as required.
Other
Comply with policies established by federal and state laws and regulations, and local board policy.
Maintain confidentiality.
Maintain a professional relationship with all colleagues, students and parents.
Help to maintain a strategic community relations program and promote positivity within the school district and community.
Follow district safety protocols and emergency procedures.
Supervisory Responsibilities: None.
Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used:
Standard office equipment including personal computer and peripherals
Posture:
Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion:
Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting:
Occasional light lifting and carrying (less than 15 pounds)
Environment:
May work prolonged or irregular hours; occasional districtwide travel
Mental Demands:
Ability to communicate (verbal and written); work with frequent interruptions; maintain emotional control under stress
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