Primary Purpose:

Responsible for the coordination and implementation of a comprehensive internal and external program to provide financial assistance to the education foundation and the district. Coordinates the work of the Department to ensure the efficient department operations, including administrative assistance to the Chief.  Provides clerical services to the board of trustees. Handles confidential information and engages in frequent contact with all levels of district employees, outside agencies, and the general public. 

 

Minimum Qualifications: 

Education/Certification

Bachelor’s degree from an accredited four-year college/university preferred

Five (5) years’ administrative and/or leadership experience

Candidate must have satisfactory outcome of fingerprinting background check.

Non-refundable fee (approximately $50.00) paid by the employee

 

Required Experience:

Prior experience in executive office of public-school campus, district, or other entity preferred

 

Knowledge/Skills:

Proficient keyboarding, word processing, and file maintenance skills

Knowledge of school district organization, operations, and administrative policies strongly preferred 

Excellent public relations, organization, communication, and interpersonal skills

Ability to read and comprehend instructions, short correspondence, and memos

Ability to prioritize workflow for themselves and others to address the multiple needs of the Superintendent’s Office

Ability to perform a variety of tasks often changing assignments on short notice with little or no direction

Ability to make independent decisions regarding planning, organizing, and scheduling

Ability to use software to develop spreadsheets, perform data analysis, and do word processing

Ability to multi-task numerous complex administrative activities

Ability to interpret data

Ability to manage budget and personnel

Ability to implement policy and procedures

Ability to maintain a high level of confidentiality

 

Major Responsibilities and Duties:

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

 

Professionalism 

The Educators' Code of Ethics is set forth in Texas Administrative Code to provide rules for standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community.

• Rule §247.1 Purpose and Scope; Definitions 
• Rule §247.2 Code of Ethics and Standard Practices for Texas Educators 

Program Management

The coordinator manages administrative, fiscal, and facilities functions responsibly through activities such as the following:

• Manage the foundation, including fund development, public relations, communications, and strategic planning.
• Manages and directs the foundation’s process of awarding grants to promote the district’s core mission.
• Coordinate all meetings and functions of the foundation’s board of directors.
• Assist the Foundation board of directors to develop a strategic plan and annual goals and monitor progress of short- and long-term goals.
• Oversee the administrative tasks required to carry out the foundation’s mission and objectives.
• Plan and execute fundraising activities and events.
• Coordinate events including innovative teaching grant application and student scholarship process by organizing dates and materials, maintaining file of grant applications, and providing approval or denial notification to applicants on behalf of the Education Foundation. 
• Assist the Board of Directors in the development of a master plan, which includes a strong fund-raising initiative, and monitor progress of both short and long-term goals. 
• Solicit and steward in-kind donations for events, as needed.
• Attend all meetings of the Education Foundation Board and Executive Committee.

Policy, Reports, and Law

• Manage foundation legal documents and maintain the not-for-profit status. Compile, maintain and file all reports, records and other documents as required.
• Help maintain donor databases, pledges, receipts, and acknowledgements.
• Implement policies established by federal and state law, State Board of Education rule, and local board policy.

Organization Management

The coordinator manages administrative, fiscal, and facilities functions responsibly through activities such as the following:

• Coordinate, prepare and post official board agenda and records.
• Coordinate and attend all meetings of the Board of Trustees and record minutes of all proceedings.
• Coordinate and attend meetings of the Superintendent’s Cabinet and records minutes of all proceedings.
• Collect, organize, copy, and bind all materials for board meetings; distribute to board members.
• Prepare all correspondence, memoranda, and reports for superintendent.
• Compile information and prepare reports as needed.
• Distribute board materials to administrators, and media as required by policy and statute.
• Assist staff in preparing purchase orders, payment authorizations and maintaining accounts
• Detect and resolve problems with incorrect orders, invoices, and shipments
• Approve and forward department invoices and purchase orders to accounting department
• Performs highly responsible administrative secretarial/clerical and operational support activities
• Assists in arranging and coordinating department assignments and activities
• Coordinate, organize and manage routine work activities of the Superintendent’s office
• Maintain physical and computerized files, including board minutes and closed session records
• Coordinate and assist with travel arrangements for board members and administrators as needed, including making hotel reservations, submitting conference registration forms, and obtaining reimbursements for travel expenses
• Review and distribute mail for the Superintendent and Board of Trustees
• Coordinate, participate, and manage priorities for Superintendent’s executive leadership meetings
• Prepare reports as requested
• Maintains a high level of confidentiality

Coordination of the Compliance, Governmental and Community Relations  Department

• Coordinate and assist with travel arrangements for the department as needed, including making hotel reservations, submitting conference registration forms, and obtaining reimbursements for travel expenses.
• Coordinate the Departmental budgets
• Assists with processing open records requests, policy adoptions and revisions

Communication and Community Relations

The coordinator promotes a positive tone for school or community relations through activities such as the following:

• Greet visitors and respond to routine inquiries from staff and public; refer appropriate inquiries or problems to designee.
• Answer incoming calls and handle questions from public, outside agencies, board of trustees, and staff.

Professional Growth and Development

The coordinator provides leadership in professional growth and development through activities such as the following:

• Participates in staff development activities to improve skills related to job assignment
• Participates in professional organizations and take the initiative to develop needed professional skills appropriate to job assignment
• Participates actively in professional associations
• Disseminates ideas and information to other professionals

Qualities of an Effective Coordinator 

The coordinator exhibits qualities such as the following: 

• Daily attendance and punctuality at work are essential functions of the job
• Complies with district and campus policies and procedures, as well as state and federal laws and regulations
• Complies with the standards of conduct set out in Board Policy DH (Legal) and (Local) and with any other policies, regulations, and guidelines that impose duties, requirements, or standards
• Demonstrates a high level of personal integrity, a collaborative leadership style, and high ethical standards
• Keeps informed of and comply with Federal/State/District and campus policies
• Maintains a high level of confidentiality
• Performs other duties as assigned 

Supervisory Responsibilities:

 

May supervise schedules and work assignments of central office staff as assigned.  

 

Equipment:

Computer, computer software programs and peripherals, printer, scanner, copier, fax and other equipment applicable to the position

 

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

 

• Works irregular and extended work hours to include holidays and weekends
• May report to various campuses within the district for a full workday
• Occasional statewide travel
• Works with frequent interruptions and maintain emotional control under stress
• Continual standing, walking, lifting, carrying, stooping, bending, and kneeling
• Limited exposure to hot and cold temperatures
• Frequent exposure to: temperature extremes (hot and cold), humidity extremes, noise, low or intense illumination vibration. Occasional exposure to: biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.), work outside, work around moving objects or vehicles, work on uneven surfaces

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.