Aromas San Juan Unified School District

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NUMBER OF WORK DAYS: 260 / 12 months HOURS PER DAY: 8 hours per day
DESCRIPTION OF BASIC RESPONSIBILITIES:
Under the direct supervision of the Director of Curriculum and Instruction, the Administrative Assistant provides a combination of administrative, clerical, and programmatic support to ensure effective coordination and implementation of district instructional initiatives. This role supports professional learning efforts, curriculum implementation, and district-wide educational priorities. Approximately 20% of the position supports the coordination of Work-Based Learning (WBL) programs and employer engagement initiatives across the district. The Assistant will collaborate with site administrators, pathway leads, teachers, employers, and community organizations to promote student participation in career-connected learning opportunities.
Note: The WBL component of this position is categorically grant-funded and subject to annual renewal. Continuation of these duties and designated FTE is contingent upon available funding and may be modified accordingly.
SUPERVISOR: Director of Curriculum and Instruction
TYPICAL DUTIES/ESSENTIAL FUNCTIONS: Curriculum and Instructional Program Support
<ul>
<li>Orders, receives, tracks, and distributes curriculum and instructional materials to school sites in coordination with district staff.</li>
<li>Maintains accurate inventories of instructional supplies, textbooks, and supplemental materials.</li>
<li>Processes purchase orders (POs), vendor invoices, and reimbursement requests; ensures timely submission and compliance with district purchasing procedures.</li>
<li>Communicates with vendors and departments to track orders and resolve discrepancies.</li>
<li>Provides technical and clerical support for curriculum initiatives, including formatting guides, proofreading materials, and assembling training packets.</li>
<li>Assists with scheduling and preparing for districtwide professional development sessions and instructional meetings.</li>
<li>Maintains organized and secure electronic and paper records, including budget tracking, delivery logs, and compliance documentation.</li>
<li>Uses district systems (e.g., Aeries, Google Workspace, purchasing platforms) to enter data, generate reports, and assist in monitoring program activity.</li>
<li>Supports district and site communication related to curriculum rollouts, trainings, and instructional priorities.</li>
<li>Organizes and facilitates districtwide professional development events and instructional meetings, including scheduling, booking venues, coordinating presenters, preparing materials, and managing logistics from planning through event execution.</li>
<li>Arranges hospitality needs such as meals, refreshments, and supplies, and provides on-site and follow-up support to ensure smooth and effective events.</li>
<li>Provides support to the District Expanded Learning Program (ELOP) and Summer programs.</li>
<li>Performs other related duties as assigned to support instructional operations.</li>
</ul>
Work-Based Learning Support
<ul>
<li>Supports implementation of WBL activities such as internships, job shadowing, industry tours, guest speaker visits, and career fairs.</li>
<li>Coordinates logistics for WBL events including scheduling, communication, materials, and documentation.</li>
<li>Conducts school site visits to assist in organizing WBL efforts and to monitor participation.</li>
<li>Serves as a liaison between the district, school sites, employers, and advisory partners to expand and strengthen student work-based learning opportunities.</li>
<li>Recruits and supports business and community partners; facilitates advisory meetings and employer trainings.</li>
<li>Assists employers and school staff in understanding legal, safety, and programmatic expectations for student experiences.</li>
<li>Maintains accurate WBL records using systems such as Aeries and shared databases.</li>
<li>Prepares flyers, brochures, and other outreach materials to promote WBL programs.</li>
<li>Gathers, enters, and reports data related to student participation and program outcomes for grant compliance.</li>
</ul>
Knowledge of:
<ul>
<li>Curriculum and instructional material workflows in a school setting</li>
<li>Office procedures, procurement processes, and invoice handling</li>
<li>Computer systems including Google Workspace, Microsoft Office, Aeries, and data tracking tools</li>
<li>Work-Based Learning practices and career-connected learning models</li>
<li>Event coordination and professional communication</li>
</ul>
Ability to:
<ul>
<li>Work accurately with purchasing systems and handle detailed recordkeeping</li>
<li>Organize, prioritize, and multitask in a dynamic educational setting</li>
<li>Communicate clearly and professionally with a variety of stakeholders</li>
<li>Demonstrate professionalism and confidence when engaging with community and business leaders</li>
<li>Maintain confidentiality and adhere to district policies and procedures</li>
<li>Collaborate effectively while working independently under deadlines</li>
</ul>
EDUCATION/EXPERIENCE
<ul>
<li>High school diploma or equivalent required;</li>
<li>AA degree or higher in education, business, or a related field preferred.T</li>
<li>Two or more years of experience in administrative, instructional, or fiscal support in an educational setting required.</li>
<li>Experience with procurement systems, vendor communication, and community engagement preferred.</li>
<li>Bilingual Spanish preferred</li>
</ul>
LICENSES AND OTHER REQUIREMENTS:
<ul>
<li>CA Driver’s License</li>
</ul>
REQUIRED CLEARANCES
<ul>
<li>Criminal Background Clearance</li>
<li>Tuberculosis Clearance</li>
</ul>
WORK ENVIRONMENT
<ul>
<li>Frequent interaction with students, staff, and the public</li>
<li>Occasional participation in evening and weekend events is required.</li>
<li>Local travel within the District or region to support Work-Based Learning coordination and employer engagement.</li>
<li>Professional attire and demeanor when representing the District at school functions, business meetings and public-facing events.</li>
</ul>
PHYSICAL DEMANDS
<ul>
<li>Ability to regularly sit, stand, and walk for extended periods.</li>
<li>Capability to lift, carry, push, or pull moderately heavy objects, typically up to 25 pounds.</li>
<li>Ability to bend, stoop, reach, and carry materials related to instructional and event support.</li>
<li>Must be able to travel between District sites and community locations as needed.</li>
<li>Visual and auditory ability to perform assigned duties.</li>
</ul>
HAZARDS
<ul>
<li>May experience frequent interruptions, noise, and shifting priorities in a dynamic educational setting.</li>
<li>Occasional exposure to outdoor conditions when assisting at community events, job fairs, or school-based activities.</li>
<li>Possible prolonged screen time and repetitive motion associated with computer-based tasks.</li>
<li>Expected to exercise appropriate safety precautions when traveling between sites or working at public-facing events.</li>
</ul>
EMPLOYMENT STANDARDS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties may be assigned.
Job Type: Full-time
Pay: $24.14 - $33.38 per hour
Expected hours: 40.0 per week
Benefits:
<ul>
<li>Dental insurance</li>
<li>Health insurance</li>
<li>Vision insurance</li>
</ul>
Shift:
<ul>
<li>Day shift</li>
</ul>
Education:
<ul>
<li>Associate (Required)</li>
</ul>
Work Location: In person

Curriculum & Career Program Administrative Assistant

Curriculum & Career Program Administrative Assistant

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