Reports to: Sr. Executive Director

Purpose:

The School/Board Secretary is a central administrative professional at Carter G. Woodson School, providing comprehensive support across leadership, academic teams, students, families, and external partners. This role ensures smooth daily operations, accurate student and academic data management, and coordination of school-wide initiatives. Additionally, the School Secretary provides essential support to the Board of Directors and contributes to the school’s compliance and operational excellence. This position is more than a front-office role; it serves as a hub connecting leadership, teachers, students, and external partners to ensure that school operations, academic initiatives, and stakeholder communications run efficiently.

Key Responsibilities:

1. Administrative & Office Operations

• Serve as a professional point of contact for visitors, families, staff, and community partners.
• Manage incoming calls, emails, mail, delivers, and correspondence, routing inquiries to the appropriate staff.
• Maintain office systems, records, and supplies to ensure efficient daily operations.
• Assist teachers, academic leads, and other staff with scheduling, communication, and administrative tasks.

2. Student Records & Data Entry Support

• Partner with the Student Records & Data to maintain accurate student information in Infinite Campus or other SIS systems.
• Support enrollment processes, demographic updates, attendance records, and document uploads.
• Help teachers and academic staff track student progress, class rosters, and data-driven interventions.
• Ensure compliance with FERPA and school policies for all student data and files.
• Assist with audits, testing windows, and data reporting cycles to ensure accuracy and timeliness.

3. Teacher and Classroom Support

• Provide administrative assistance to teachers and academic leaders, including document preparation, communications, and scheduling support.
• Support coordination of student programs, academic interventions, and classroom activities as needed.
• Assist in organizing professional development sessions, workshops, and internal meetings.

4. External Partner and Community Engagement

• Coordinate communications and scheduling with external partners, vendors, and community organizations.
• Assist in planning and executing school events, volunteer activities, and academic programs that involve outside partners.
• Maintain relationships with stakeholders to ensure smooth collaboration and engagement.

5. Board Coordination & Governance Support (Approx. 15 Hours/Month)

• Schedule, coordinate, and provide logistics support for Board of Directors meetings.
• Prepare and distribute board packets, agendas, and supporting documents in collaboration with the Sr. Executive Director.
• Record accurate minutes and maintain official board records and materials.
• Ensure compliance with open meetings laws, public notices, and board policies.

Qualifications Required:

• Associate’s or Bachelor’s degree in Business Administration, Education, or related field (or equivalent experience).
• Minimum of 3 years of administrative experience, preferably in a school or K–12 environment.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, Google Workspace, and data management systems.
• Ability to maintain confidentiality and handle sensitive information professionally.

Preferred:

• Bilingual
• Experience with student information systems (e.g., Infinite Campus).
• Familiarity with board governance processes and documentation.
• Experience supporting teachers, academic staff, and student services.
• Experience in a charter school or culturally sustaining educational environment.
• Knowledge of community engagement, volunteer coordination, or family partnership programs.