REPORTS TO: Executive Director

POSITION OVERVIEW: The primary purpose of the position is to provide administrative and secretarial support to the Executive Director, Executive staff members, WASA Board of Directors, the eleven WASA Region Presidents, and WASA committees. Serves as office lead for WASA support staff.

ESSENTIAL FUNCTIONS:

Provides direct support to the Executive Director.

• Maintains Executive Director’s calendar.
• Drafts, edits, and finalizes correspondence, reports, and presentations.
• Schedules Zoom calls.
• Prepares meeting materials, including draft agenda, hand-outs, and printed materials.
• Other assignments as requested.

Provides direct support to the WASA President.

• Assists WASA President with responsibilities and duties as requested.
• Provides meetings/functions schedule.
• Provides President with information to assist at WASA Board meetings.

Coordinates and assists at events, meetings, and workshops for WASA Board, components, committees, regions, etc.

• Prepares preliminary meeting budgets.
• Schedules meetings and Zoom calls.
• Arranges meeting site, contracts for the venue, catering, and technical equipment.
• Notifies or invites participants to meetings/events.
• Prepares agendas, hand-outs, and packets.
• Records and prepares minutes.

Coordinates elections and election-related events for WASA President, WASA Board positions, and AASA Governing Board positions.

• Assists with recruitment.
• Assists in preparing candidate biographies for publication.
• Assists in preparing and distributing candidate brochures.
• Prepares and sends e-ballots.
• Sends results of election to candidates and WASA members.
• Provides post-election support such as assisting with new WASA Board Member orientation and maintaining current Board of Directors Handbook.

Provides support to the eleven Region Presidents.

• Proposes and finalizes dates for Region Presidents meetings.
• Assists Region Presidents in fulfilling their duties.
• Prepares e-ballots for filling leadership rosters as requested.
• Maintains region bylaws and updates the Region President Handbook.
• Schedules Region Presidents meetings and conference calls.
• Prepares Region Presidents correspondence for WASA Executive Director, including email messages, meeting agendas, and packets.
• Assists Region Presidents as requested.

Maintains Association Bylaws and Standing Rules consistent with WASA practice upon approval by the Board of Directors.

Coordinates WASA Awards/Scholarships

• Prepares applications and distributes to WASA members.
• Screens all applications.
• Prepares applicant materials for judging and assists selection committee.
• Notifies WASA members and applicants of judging results.
• Orders plaques and awards and prepares certificates.
• Prepares Honorary Awards luncheon script and makes all preparations for the event.

Finalizes WASA Management Reviews.

• Edits and formats each Management Review.
• Assists the review team lead and the district superintendent with finalizing the report.

Assists with WASA publications such as the monthly newsletters, annual report, event programs, and press releases by writing and suggesting articles, providing information, and editing documents.

Arranges travel (flight, parking, and lodging) for Executive staff, WASA President, and WASA President- elect.

Maintains documents, files, and records providing accurate and up-to-date reference.

Assists with all Association hiring. Updates job descriptions, places ads, screens applications, schedules interviews, develops interview questions, participates in interview process, conducts reference checks, and helps with new staff orientation.

OTHER DUTIES:

• Assists the Professional Learning department at WASA conferences/workshops as needed.
• Assists other staff as may be required to support them in the completion of their work activities.

QUALIFICATIONS (Education, Experience, Skills, Abilities, knowledge):

• Post high school education.
• Effective verbal communication skills.
• Proficient writing, note taking, and proofreading skills.
• Proficient in organizing, time management, and project management skills.
• Demonstrated proficiency in Word, Excel, and PowerPoint.
• Proficiency in eConvene, iMIS, and Informz software preferred.

WORKING CONDITIONS: The assignment workplace is a combination of remote and in-office. Safety is essential to job performance. Employees must exercise caution and comply with standard safety regulations and association procedures.

Physical Demands

· Indoor office environment

· Balancing, bending, crouching, kneeling, reaching, and standing

· Lifting, carrying, and moving work-related supplies and equipment

· Frequent hand/wrist motion, i.e. keyboarding

· Frequent sitting and standing

· Some travel as required.

FAIR LABOR STANDARDS ACT (FLSA) STATUS: Exempt

NOTE: This job description is not intended to be all inclusive. Employee may perform other related duties to meet the ongoing needs of the organization.

WASHINGTON ASSOCIATION OF SCHOOL ADMINISTRATORS IS AN EQUAL OPPORTUNITY EMPLOYER

Job Type: Full-time

Pay: $81,000.00 - $86,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Work Location: Hybrid remote in Olympia, WA 98512

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