Part-time PD Administrative Assistant

Part-time Administrative Assistant – Professional Development

Great Hearts Academies is seeking a talented professional to work in a fast-paced educational and corporate environment. This employee will work closely alongside the National Professional Development manager and other team members to serve the team's efficiency and responsiveness, and aid in producing high-quality professional development materials. The ideal candidate delights in creating organization and efficiency, has an excellent eye for detail, and seeks to learn and grow in positive ways. This position offers an opportunity to contribute meaningfully to a unique organization which is changing K-12 education in this country.

Duties & Responsibilities

Information Management

• Build and maintain multiple databases for tracking and verifying event attendance and applications for professional development scholarships.
• Produce and coordinate regular reports from multiple systems to ensure that contact lists, memberships, and other account information remains up to date.
• Manage a shared inbox, ensuring all emails are organized and receive a timely response.
• Manage and edit, as needed, various websites, including SharePoint.

Event and travel coordination

• Coordinate stipends and/or rebilling for professional development scholarships and guest speakers.
• Manage reconciliations and budget records for Professional Development team expenses.
• Assist in researching and compiling professional development opportunities and programs for teachers.
• Assist in the logistical event planning of professional development events (including ordering/booking supplies, communications, facilities, and food)
• Manage study funds applications and awards.

Content Management

• Manage content updates (including light video and document editing) to resource libraries and directories and assist with network publications.

Account Management

• Occasionally assist employees with portal accounts and coaching dashboards.
• Occasionally assist employees with troubleshooting access to their accounts.

Support

• Manage and coordinate calendars, travel, and meeting agendas
• Produce minutes and memoranda to document the activities of the PD meetings
• Draft, edit, format, and disseminate documents for the PD team; this includes the preparation of professional correspondence, presentations, publications, and other documents
• Archive, manage and coordinate the records (e.g., budgets, memorandum)
• Prepare and reconcile reimbursement reports and submissions
• Other duties and responsibilities as assigned.

Qualifications, Competencies and Strengths

Required traits:

• Ability to thrive in an academic and entrepreneurial culture, interacting with all levels of management, staff and outside guests
• Excellent communications skills and the ability to build strong relationships
• Detail-oriented with strong organization and time management skills
• Initiative and the ability to work with minimal daily supervision, managing multiple priorities
• Incisive information gathering and monitoring skills
• Strong work ethic and high level of professionalism
• Entrepreneurial spirit, with a strong sense of drive and ownership to meet established goals
• Advanced proficiency with computer skills, including especially relevant software such as Excel, Word, PowerPoint, and the ability to quickly gain proficiency with new technology

Preferred traits:

• 2+ experience in office administration, preferably in a non-profit environment
• Basic working knowledge of HTML and CSS, or willingness to learn
• Prior education or non-profit related experience
• Immersion in the principles of classical liberal arts education, with an academic background or interests consistent with Great Hearts Academies' focus on the classical intellectual tradition of the Western world

Additional Requirements

• Type of fingerprint clearance: Must possess or obtain valid Arizona Department of Public Safety IVP fingerprint clearance card.
• Physical functions: Requires but is not limited to standing, sitting, repetitious hand and body movements, bending, squatting, and reaching. May be required to move or position equipment up to 15 pounds approximately.
• Travel required: May need to travel locally to the various academies within the Phoenix metro area.

This description reflects management's assignment of essential functions, it does not exclude or restrict the tasks that may be assigned.

Great Hearts Academies is an Equal Opportunity Employer.