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Administrative Specialist

2 weeks ago

Alexandria, VA, United States Alexandria City Public Schools Full time

Job Description:

The SSAS Data & Administrative Specialist will play a key role in supporting the operational, logistical, and compliance-related functions of SSAS initiatives designed to promote the academic progress and acculturation of eligible students and families. This position is responsible for verifying student eligibility, performing quality control reviews of program enrollment forms, coordinating day-to-day program logistics, managing data and documentation systems, and facilitating communication across departments to ensure program alignment with division-wide goals, SSAS monitoring requirements, and systems compliance. This position will report to the Assistant Director of Family and Community Engagement.

This position is funded through the School Support for Afghan Students (SSAS) Grant Program through September 30, 2026. This position requires daily in-person attendance and reports to the Family and Community Engagement Center (FACE) Assistant Director. This is a support, 12-month, 240 day position.

Qualifications:

  • Education: Bachelor's degree in education, public administration, social services, or related field (Master's degree preferred).

  • Expereince: Minimum of 3 years of experience in program coordination, project management, or administrative support, preferably in an educational or nonprofit setting.
  • Other Atrributes:
    • Strong organizational skills and attention to detail.
    • Proficient in data management tools (Excel, Google Sheets, Airtable), and project management platforms.
    • Excellent communication skills, both written and verbal.
    • Ability to work collaboratively across departments and with diverse stakeholders.
    • Knowledge of SSAS or other school/district compliance systems is a plus.
    • Bilingual or multilingual candidates encouraged to apply.
Key Responsibilities:
Data and Documentation Oversight
  • Manage systems for collecting, entering, and analyzing program data, including attendance, family participation, feedback, and outcomes.
  • Ensure timely documentation and uploading of required grant materials (e.g., sign-in sheets, agendas, fliers, surveys) for SSAS and other funding sources.
  • Support the development and maintenance of digital folders, databases, and trackers to ensure program fidelity and compliance.
  • Confirm eligibility of students and families for grant program participation, coordinating with partner organizations as needed to facilitate this process.
  • Perform comprehensive quality control on all submitted program enrollment forms to ensure accuracy and completeness.
Daily Logistics Management
  • Oversee logistics for SSAS-granted programs, events, and trainings, including venue coordination, material preparation, registration, and follow-up.
  • Coordinate logistics and staffing schedules for community sites and school-based events.
  • Monitor inventory of SSAS supplies and ensure timely procurement to support program needs.
Administrative and Program Support
  • Manage and maintain inventory of SSAS program materials and resources.
  • Maintain organized systems for tracking SSAS program activities, deliverables, and timelines.
  • Assist with preparing SSAS reports, presentations, and communication materials for internal and external stakeholders.
  • Provide high-level administrative support to the FACE team, including calendar management, scheduling, correspondence, and meeting coordination.

Interdepartmental Coordination and Systems Compliance

  • Serve as a liaison between FACE and other ACPS departments (e.g., Title I, EL Services, Student Services) to align SSAS data, services, and communications.
  • Monitor compliance with SSAS and other district-level systems, policies, and reporting requirements.
  • Assist in preparing for audits, monitoring visits, and progress reviews by ensuring all required documentation is complete and accurate.
Work Environment:
  • This position is based at the FACE Center with some travel to school sites and community locations required. Occasional evening and weekend hours may be necessary to support events. This position requires in person attendance.

Pay Information: Hourly wage $26.21 to $32.24 an hour (Additional factors in calculation, including hours, # of days, etc.)

Clearances:

  • Criminal Justice Fingerprint/Background Clearance.
  • Tuberculosis Skin Test.

Public Health Compliance

  • Must follow safety and health protocols.

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