Special Assistant to Head of School

JOB TITLE: Special Assistant to Head of School

REPORTS TO: Head of School

EMPLOYMENT TYPE: Full-time, 12-month, exempt

POSITION OVERVIEW

The Special Assistant to the Head of School serves as the primary executive support

professional for the Head of School and assists with the coordination of school operations,

Board governance activities, policy management, accreditation support, compliance

monitoring, strategic initiatives, and institutional communications.

This position provides executive-level administrative and operational support while serving

as a key liaison among school leadership, faculty, staff, students, families, Board members,

community partners, and external stakeholders. The Special Assistant to the Head of School

must exercise a high degree of professionalism, discretion, independent judgment, and

organizational leadership in support of the mission and goals of the Alabama School of

Healthcare Sciences (ASHS).

As a statewide residential specialty school, ASHS requires employees who are flexible,

collaborative, and committed to supporting the school's growth and long-term success. The

Special Assistant to the Head of School plays a critical role in ensuring the efficient

operation of the school and advancing institutional priorities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive and Administrative Support

• Manage the Head of School's calendar, appointments, meetings, and travel

arrangements.

• Coordinate meeting schedules, agendas, and supporting materials.
• Draft correspondence, memoranda, reports, presentations, and other

communications on behalf of the Head of School.

• Attend meetings as requested and maintain meeting notes, action items, and

follow-up documentation.

• Monitor and prioritize incoming requests and communications.
• Maintain confidential records and sensitive information with professionalism and

discretion.

• Coordinate workflow and follow-up on assignments issued by the Head of School.

Governance and Board Relations

• Coordinate preparation and distribution of Board of Trustees and Executive

Committee meeting materials.

• Assist in preparing agendas, reports, presentations, and supporting documentation

for Board meetings.

• Maintain official Board records, resolutions, minutes, and governance documents.
• Track Board actions and assist with implementation and follow-up.
• Serve as a liaison regarding Board meeting logistics and communication.

Policy Management and Compliance

• Assist with the development, review, organization, and maintenance of Board

policies and administrative procedures.

• Maintain policy manuals and ensure current versions are available to employees.
• Monitor policy review schedules and assist with policy updates.
• Support compliance monitoring and reporting activities.
• Assist with records retention and document management procedures.

Accreditation and Institutional Effectiveness

• Coordinate accreditation activities, timelines, and documentation.
• Collect and organize evidence required for accreditation reviews and reports.
• Assist with school improvement planning and institutional effectiveness initiatives.
• Monitor deadlines and reporting requirements associated with accreditation and

compliance activities.

• Support strategic planning and continuous improvement efforts.

Operational Coordination

• Assist with coordinating daily school operations and administrative functions.
• Track projects, deadlines, and action items assigned by the Head of School.
• Coordinate special projects and initiatives across departments.
• Assist with onboarding, orientation, and administrative support activities.
• Support school opening, recruitment, admissions, family engagement, and special

events as assigned.

Communications and Stakeholder Engagement

• Serve as a primary point of contact for individuals seeking assistance from the Head

of School.

• Facilitate communication among administrators, faculty, staff, students, families,

and community partners.

• Assist with preparation of newsletters, reports, presentations, and stakeholder

communications.

• Support communication efforts with healthcare, higher education, government, and

community partners.

Public Records and Documentation Management

• Assist with responding to public records requests in accordance with applicable

laws and policies.

• Maintain organized electronic and physical filing systems.
• Ensure institutional records are maintained accurately and securely.
• Coordinate document collection and reporting requests from state agencies and

external organizations.

Event and Meeting Coordination

• Coordinate logistics for meetings, conferences, orientations, professional

development activities, and special events.

• Assist with event planning and implementation.
• Support recruitment events, family engagement activities, Board meetings, and

community outreach initiatives.

Other Duties

• Perform other duties as assigned by the Head of School.
• Attend school functions, special events, evening activities, and weekend programs

as needed.

• Support the unique operational needs of a statewide residential specialty school.

QUALIFICATIONS

Required

• Associate degree from an accredited institution.
• Minimum of three years of progressively responsible administrative, executive

support, project coordination, or operational support experience.

• Demonstrated proficiency with Microsoft Office Suite, Google Workspace, and other

office technologies.

• Strong written and verbal communication skills.
• Strong organizational and project management skills.
• Ability to maintain confidentiality and exercise sound judgment.

Preferred

• Bachelor's degree from an accredited institution.
• Experience in education, higher education, healthcare, government, nonprofit

administration, or public service.

• Experience supporting executive-level administrators.
• Experience with Board governance, accreditation, compliance, or policy

management.

• Experience coordinating projects involving multiple stakeholders.

PHYSICAL REQUIREMENTS

• Ability to sit, stand, walk, bend, reach, and lift up to 25 pounds.
• Ability to operate standard office equipment.
• Ability to travel as necessary to support school operations and events.
• Ability to work occasional evenings and weekends.

TERMS OF EMPLOYMENT

• Twelve-month professional staff position.
• Salary and benefits established by the Alabama School of Healthcare Sciences.
• Employment is contingent upon successful completion of a criminal background

check and verification of credentials.

• Must possess a valid driver's license and maintain an acceptable driving record.

COMPENSATION AND BENEFITS

• Salary Range: $30,000-$50,000 annually, based on experience and qualifications
• Benefits: Health insurance, retirement contributions, and other benefits aligned with

the state of Alabama

EVALUATION: Job performance will be evaluated by the immediate supervisor based on

ASHS's policy and procedures, including achievement of recruitment and enrollment goals,

strength of partnerships, data-driven results, team collaboration, and alignment with

mission and values.

This job description describes the general nature and level of work performed by employees

assigned to this position. It is not intended to be an exhaustive list of all job qualifications and

responsibilities, and the employee may be required to perform other related duties as

assigned. The Alabama School of Healthcare Sciences reserves the right to amend the job

description as needed.