Secretary - Director of Advanced Academics

Secretary,

Advanced

Academics

Services

Job

Description

JOB

TITLE:

Secretary,

Advanced

Academics

Services

DATE

REVISED:

September

15,

2026

REPORTS

TO:

Director

of

Advanced

Academics

DEPARTMENT/CAMPUS:

Academic

Services

PAY

GRADE/DUTY

DAYS:

CP5,

226

FLSA:

Nonexempt

JOB

PURPOSE

SUMMARY:

This

position

is

responsible

for

supporting

the

daily

operations

of

the

Advanced

Academic

Services

Director

and

team.

The

position

will

monitor

and

maintain

operating

budget

changes,

support

the

team

with

projects,

coordinate

scheduling,

and

professionally

communicate

across

various

modalities

within

the

district

and

with

the

community.

KEY

FUNCTIONS,

ESSENTIAL

DUTIES,

AND

RESPONSIBILITIES:

Advanced

Academic

Leadership

Support:

1.

Manage

assigned

departmental

projects

and

initiatives

from

planning

through

completion,

including

developing

timelines

and

checklists,

coordinating

stakeholders,

monitoring

deliverables

and

deadlines,

following

up

on

outstanding

items,

and

proactively

communicating

status,

barriers,

and

decisions

needed

to

the

Director.

2.

Provide

customer

service

and

departmental

support

by

answering

phones,

responding

to

emails,

and

assisting

visitors

in

a

professional

and

welcoming

manner.

3.

Draft,

edit,

format,

and

maintain

professional

correspondence,

agendas,

presentations,

reports,

charts,

forms,

publications,

event

materials,

and

other

internal

and

external

communications,

ensuring

accuracy,

consistency,

and

alignment

with

district

and

department

branding.

4.

Support

departmental

operations

by

maintaining

efficient

organizational

systems,

including

electronic

and

physical

files,

databases,

spreadsheets,

records,

calendars,

digital

platforms,

and

other

systems

necessary

to

facilitate

department

workflow

and

ensure

timely

access

to

information.

5.

Maintain

departmental

websites,

calendars,

office

systems,

and

digital

platforms.

6.

Coordinate

and

support

the

planning

and

execution

of

Advanced

Academics

events,

professional

learning,

meetings,

trainings,

and

special

initiatives,

including

timelines,

registration,

communications,

facilities,

vendors,

materials,

transportation,

catering,

and

day-of-event

logistics,

as

applicable.

7.

Coordinate

logistical

needs

for

Advanced

Academics

programs

and

events,

including

facility

scheduling,

transportation

requests,

materials,

equipment,

supplies,

and

other

operational

requirements.

8.

Support

assigned

financial

processes

and

budget

activities,

including

requisitions,

purchase

orders,

invoices,

budget

documentation,

tracking,

and

other

processes

necessary

to

support

accurate

and

compliant

management

of

department

funds.

9.

Organize

and

prioritize

multiple

assignments

and

competing

demands

to

ensure

short-

and

long-term

projects,

communications,

and

departmental

responsibilities

are

completed

accurately

and

within

established

timelines.

10.

Anticipates

needs,

identifies

required

next

steps,

independently

advances

assigned

work,

monitors

progress,

and

follows

tasks

and

projects

through

completion

with

minimal

supervision.

11.

Performs

other

duties

as

assigned.

1

Secretary,

Advanced

Academics

Services

Job

Description

Compliance:

12.

Performs

all

duties

and

tasks

in

a

manner

consistent

with

all

applicable

policies,

procedures,

and

practices

within

the

Department

and

District,

with

all

applicable

local,

state,

and

federal

regulatory

requirements,

as

well

as

with

all

relevant

guidelines,

standards,

and

requirements

as

set

forth

by

governing

bodies

including,

without

limitation,

Texas

Health

&

Human

Services,

Texas

Education

Code,

State

Board

of

Education,

Texas

Education

Agency,

and

Texas

Association

of

School

Boards.

13.

Maintains

relevant

and

up-to-date

understanding,

working

knowledge,

and

proficiency

of

current

best

practices,

as

well

as

state

and

federal

mandates

for

proper

implementation

and

application

of

compliance

measures

for

gifted/talented

instruction

and

budgeting.

14.

Fulfills

all

applicable

Texas

state-mandated

continuing

professional

education

requirements

applicable

to

the

credentialing

requirements

of

the

job.

15.

Demonstrates

applicable

standards

and

practices

of

professional

conduct

and

care

in

the

performance

of

the

job

function.

16.

Monitors

respective

work

activity,

and

the

work

activity

of

others,

for

variances

and

anomalies.

17.

Identifies

and

timely

reports

any

known

or

suspected

compliance

issues

to

appropriate

personnel.

18.

Participates,

as

assigned,

in

audits

and

in

the

preparation

for

audits,

whether

initiated

internally

or

externally.

19.

Adheres

to

all

other

District-wide

policies

and

procedures

including,

but

not

limited

to,

human

resources,

safety,

and

emergency

protocols.

General:

20.

Consistently

supports

the

District's

Shared

Vision,

Mission,

and

Promise

2

Purpose.

21.

Assists

department

leadership

in

the

compilation

of

miscellaneous

confidential

reports.

22.

Attends

departmental

and

District

meetings,

as

required.

23.

Consistently

displays

integrity,

responsibility,

accountability,

teamwork,

and

ethics.

24.

Perform

assigned

job

duties

and

responsibilities

per

established

performance

expectations

and

with

District

policies,

procedures,

protocols,

and

standard

practices.

25.

Maintains

relevant

and

up-to-date

job

knowledge

by

participating

in

continuous

education

initiatives.

26.

Demonstrates

proficient

working

knowledge

and

understanding

of

Microsoft

Excel,

Word,

PowerPoint,

and

Outlook,

Google

Shared

applications

including

Google

Sheets,

Google

Docs,

and

Google

Slides,

as

well

as

database

systems

and

applications

relevant

to

the

job

function.

27.

Performs

other

duties

as

assigned.

MINIMUM

EDUCATION,

EXPERIENCE

&

CREDENTIAL

REQUIREMENTS

High

School

Diploma

or

equivalent

Advanced

computer

skills

preferred

Previous

secretarial

experience

preferred

PHYSICAL

REQUIREMENTS

&

WORKING

CONDITIONS:

This

position

requires

frequent

sitting,

walking,

standing,

reading,

seeing,

speaking,

hearing,

listening,

organizing,

interpreting

data

and

information,

operating

office

equipment,

typing

using

a

computer

keyboard

and

mouse,

viewing

a

computer

screen

monitor,

and

use

of

a

telephone.

The

working

environment

consists

of

an

indoor

and

climate-controlled

setting

the

majority

of

the

time.

EMPLOYEE

ACKNOWLEDGEMENT:

My

signature

below

acknowledges

that

I

have

received

and

read

my

job

description.

I

understand

the

scope,

essential

job

duties,

knowledge,

skills,

abilities,

and

working

environment

that

apply

to

my

job.

I

further

acknowledge

that

I

can

safely

and

effectively

perform

the

essential

job

duties

with

or

without

reasonable

accommodation

and

per

the

policies,

procedures,

expectations,

and

standards

of

the

District.

Employee

Printed

Name:

_____

Employee

ID

Number:

_____

2

Secretary,

Advanced

Academics

Services

Job

Description

Employee

Signature:

_____

Date:

___

3