Teaching and Learning Administrative Assistant

About the Role

The purpose of this position is to provide comprehensive administrative, operational, and clerical support to the Teaching and Learning Department, including the Executive Director of Teaching & Learning, Director of Teaching & Learning, PreK-12, and other department leaders. The position supports all aspects of departmental operations related to curriculum, instruction, assessment, professional learning, PreK–12 resources, and training. The Administrative Assistant helps ensure the efficient and effective functioning of the department by coordinating processes, maintaining accurate records, managing departmental budgets and financial transactions, and facilitating the timely flow of information and materials to staff, students, families, and community stakeholders.

Responsibilities

• Provide comprehensive administrative support to the Executive Director of Teaching and Learning, Director of Teaching and Learning, PreK–12, and other department staff.
• Manage and maintain departmental and leadership calendars, including scheduling meetings, coordinating events, arranging travel, and making ongoing adjustments to support department priorities.
• Exercise sound judgment, maintain confidentiality, and ensure the accuracy, professionalism, and timely completion of all department communications and records.
• Prepare, process, distribute, and maintain correspondence, reports, agendas, presentations, meeting minutes, and other departmental documents.
• Serve as the primary communication liaison between the Teaching and Learning Department, schools, district departments, families, community members, vendors, and external organizations.
• Provide exceptional customer service by greeting visitors, responding to inquiries, answering phone calls and emails, and directing requests to appropriate personnel.
• Coordinate and support curriculum review processes, K–12 curriculum meetings, advisory councils, interviews, and other departmental events, including scheduling, logistics, technology setup, materials preparation, participant communication, note-taking, and document management.
• Coordinate district professional learning activities, including registration, facilities, logistics, materials, substitute coverage, participant support, and event setup and closure.
• Process substitute requests, staff compensation documentation, curriculum writing timesheets, and other payroll-related records associated with department-sponsored activities.
• Manage departmental budgets and financial processes in collaboration with the Business Office, including monitoring expenditures, preparing requisitions and purchase orders, processing P-Card transactions, reconciling accounts, coordinating payments, and maintaining accurate financial records.
• Coordinate instructional resource management, including curriculum materials, textbooks, digital resources, subscriptions, inventory monitoring, ordering, distribution, collection, and recycling.
• Serve as the primary liaison with instructional resource vendors, publishers, and service providers, coordinating orders, subscriptions, contracts, and related communications.
• Maintain and update department information, resources, forms, and communications on district websites, intranet platforms, and other electronic systems.
• Coordinate memberships, subscriptions, professional organization renewals, and related department records.
• Collaborate with department team members and provide administrative support during periods of high workload, special projects, or staff absences.
• Perform other job-related duties as assigned to support the efficient operation of the Teaching & Learning department.
• Provide break and lunch coverage for other district receptionists as needed, including greeting the public and ensuring inquiries are directed to the appropriate district personnel.

Requirements

• Associate's or Technical degree preferred
• Minimum of three years of administrative or billing experience
• Proficiency in SpEd Forms, MN-ITS, and Student Information Systems (e.g., Infinite Campus)
• Advanced skills in Microsoft Office Suite or Google Suite, specifically Excel/Spreadsheets
• Strong knowledge of special education regulations and DHS IEP Manual requirements
• Ability to perform arithmetic computations (rates, ratios, and percentages)
• Ability to maintain strict confidentiality and follow data privacy rules (FERPA/HIPAA)
• Excellent verbal and written communication and collaboration skills
• Strong organizational skills and the ability to meet strict deadlines

Pay

$24.09 - $28.37 per hour depending on experience (rates subject to change with the completion of the 2025-2027 LEAF contract)

Schedule

• 10-month position (162 days)
• Monday–Thursday, 6.25 hours/day (includes a 30-minute unpaid lunch)

Benefits

• Paid vacation, personal, and sick leave
• 12 paid holidays each year
• Employees are eligible for benefits on Day One of employment
• Full-time benefits (for employees working 0.75 FTE or 30 hours per week or more) including low-cost medical, dental, vision, prescription drug, and legal insurance plans
• Teachers are offered health and dental benefits at 0.50 FTE or more
• Part-time voluntary benefits (for staff working 20 to 29.99 hours per week) including low-cost vision and legal insurance
• Health benefits include:
  • Added networks that provide access to many medical services at zero cost
  • Free virtual healthcare services offering access to doctors and licensed therapists 24/7
  • Free diabetes care and heart health prevention programs
  • Provider choice with the largest PPO network available
  • Wellness rewards program
• Dental plans include orthodontic care for adults and children
• 403(b) retirement investment account offerings with employer matching under many collective bargaining agreements
• Pension plan providing income upon retirement (PERA for non-instructional positions and TRA for instructional/licensed positions)
• Employer-paid life insurance for staff over 30 hours per week (offered to teachers at 0.50 FTE or more)
• Long-term disability insurance for staff over 30 hours per week (offered to teachers at 0.50 FTE or more)
• Tax-free flex spending accounts for health, dental, orthodontic, vision, and dependent care
• Resources supporting physical, emotional, social, and financial well-being
• Employee Assistance Program (EAP) for work/life support, including:
  • Confidential help for anxiety, childcare, eldercare, family conflict, parenting concerns, alcohol or drug addictions, stress management, and more
• Virtual fitness services for accessible, affordable fitness solutions
• Support for career goals through training, classes, and professional development
• Federal Public Loan Service Forgiveness Program eligibility for qualifying positions

Programs, resources, and benefits eligibility vary based on type of employment, funding availability, and collective bargaining agreement with Lakeville Area Schools.

About the District

Lakeville Area Schools (Independent School District No. 194) is an award-winning school system and the twelfth largest school district in Minnesota, serving approximately 12,000 students in Lakeville, parts of Burnsville and Elko New Market, and portions of Eureka, Credit River, and New Market Townships. The district includes nine elementary schools, three middle schools, two high schools, an area learning center, an online K-12 school, Early Childhood programming, and lifelong learning opportunities through Community Education. Our vision is to inspire a passion for learning in every student, with a mission to ensure success for every student personally, socially, academically, and civically. We are committed to establishing a school community that values diversity, equity, and inclusivity for all students, staff, and families.