Administrative Assistant - Agricultural Science Center - CTE - School Year 2025-2026

Position Overview

Job Title: Administrative Assistant – Agricultural Science Center
Reports To: Guthrie Center Principal and District CTE Director
Classification: Paraprofessional (Clerical/Teacher Assistant), Non-exempt, 230 Days, Pay Grade 207
Salary: See Compensation Plan

Responsible for secretarial duties related to the assigned campus and providing office support for the Agriculture Science program. We are seeking an organized, detail-oriented, and proactive candidate to manage daily office tasks, assist with customer-facing operations, and support faculty and students involved in agriculture, veterinary science, small animal grooming, and floral design enterprises.

Key Responsibilities

• Provide general office support to the Agriculture Science program, including scheduling, communication, and record-keeping.
• Manage the Ag Science Center calendar for events, classes, work-based learning, and community engagements.
• Assist with office tasks for school enterprises such as Veterinary Science, Small Animal Grooming, and Floral Design, including service appointments, invoicing, and customer communications.
• Maintain accurate files and documentation for Ag Science/FFA activities, student work experiences, and farm-based business operations.
• Monitor designated budgets and financial records, and enter requisitions for necessary supplies, materials, and equipment.
• Complete and submit student travel requests, approvals, show entries, transportation reservations, and other program-related paperwork.
• Manage property deliveries and building visitor access, and monitor bus drop-offs and pickups.
• Assist faculty with preparing course materials and supplies for labs and hands-on activities.
• Serve as a point of contact for students, parents, and staff regarding program logistics and schedule updates.
• Coordinate the distribution and collection of student and teacher travel forms.
• Act as the first point of contact for external customers seeking services from the program’s enterprises.
• Answer phone calls, respond to emails, and provide information on farm services, schedules, and opportunities.
• Assist with organizing community events, such as open houses, farm tours, and workshops, and help create promotional materials.
• Ensure proper documentation for transactions related to farm-based enterprises and assist with preparing progress reports for stakeholders.
• Manage inventory for farm equipment, supplies, and materials; track inventory levels and assist with ordering supplies.
• Collaborate with the Agriculture Science Enterprise Manager to maintain the equipment maintenance schedule.
• Participate in cross-training and perform other duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• Broad working knowledge of MS Word and MS Excel.
• Strong organizational, multitasking, and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (or equivalent) and other administrative tools.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive information.
• Self-motivated with a proactive approach to problem-solving.
• Minimum of 2 years of administrative or office support experience.

Preferred Qualifications

• Associate’s degree or certification in business administration, agriculture, or a related field.
• Familiarity with student data management systems or CRM tools.
• Knowledge of agricultural sciences, animal care, or floral design.
• Experience in agricultural operations or basic farm management practices.
• Prior experience in customer service or public-facing roles.