Assistant to Curriculum & Instruction and Buildings & Grounds - Part Time - Vacancy ID: 275655

About Whitnall School District

Whitnall is a district on the rise. With strong community backing, as shown by our recently approved referendum, we are entering an exciting phase of facility enhancements, learning environment upgrades, and programmatic improvements. Much of this work began this past spring, setting the stage for a transformed school experience in the years ahead.

Additionally, Whitnall has launched a new strategic plan that provides clear priorities for student learning, instruction, culture, engagement, and operational excellence. Whitnall is a unique school district that is proud to serve approximately 2,500 students in the Village of Hales Corners, part of the City of Greenfield, and part of the City of Franklin. 

Assistant to Curriculum & Instruction and Buildings & Grounds

Front Desk Reception & Constituent Triage

• Serves as the primary point of contact for all visitors, parents, vendors, community members, and staff arriving at the District Office; enforces visitor check-in/security protocols.
• Answers, screens, and routes incoming central office phone calls; provides accurate general district information; de-escalates frustrated callers or routes complex concerns to appropriate administrators.
• Assists walk-in families with general directions, basic forms, or routing them to the District Registrar, Student Services, or Superintendent's office.

Office Logistics, Supplies & Central Services

• Manages all incoming and outgoing mail, courier services, express packages (FedEx/UPS), digital faxing systems, and central distribution boxes.
• Coordinates general office supply ordering for the entire District Office; monitors central inventory (paper, toner, kitchen/meeting supplies); approves standard supply requests.
• Oversees the maintenance, service calls, and supply levels for central copiers, postage meters, and workroom equipment; maintains order and organization in common meeting spaces, breakrooms, and workrooms.
• Assists District Office staff with entering and submitting room/facility use requests. 

Cross-Training - Executive and Board Support

• Cross-trains with the Executive Assistant & District Registrar to provide secondary coverage for Board of Education and Superintendent office operations as needed.
• Assists with compiling, formatting, and publishing public board meeting agendas, supporting documentation, and board packets, as well as coordinating legal notices and election filings as needed. 
• Provides periodic back-up support for attending regular and emergency board meetings, and policy committee meetings; takes, transcribes, and maintains official minutes and voting records. 
  

Curriculum & Instruction Support 

Academic Program & Professional Learning Support

• Coordinates setup, registrations, venue booking, catering, and materials for district-wide Professional Development (PD) days, workshops, teacher training sessions, and New Educator Orientation. 
• Assists with ordering, tracking, and distributing newly adopted curriculum materials, textbooks, digital licensing keys, and instructional resources across all building sites.
• Facilitates ongoing communication with curricular resource vendors. 
• Maintains District PL documentation for the school year and assists with PL day preparation. 
• Manages administrative setup and preparation for Summer School throughout the year, serving on-site at the Middle School as the summer school administrative assistant during the summer session. 

Department Administration, Budget & Tracking

• Processes travel requests, workshop/staff conference registrations, mileage reimbursement forms, and itineraries for the Director of Curriculum & Instruction and instructional staff.
• Generates and tracks department Purchase Orders (POs) for instructional software, consulting services, digital subscriptions/renewals, and classroom resources, coordinating closely with Accounts Payable.

Work Orders & Operations Clerical Support

• Monitors and routes incoming facility work orders or maintenance tickets to appropriate custodial/maintenance personnel using the district's work-order platform.
• Assists the Director of Buildings & Grounds by filing contractor agreements, insurance certificates, service contracts, and safety inspection records (e.g., fire alarms, elevators, HVAC).

 Department Invoicing & Operational Systems 

• Prepares purchase orders, assigns account codes, and matches vendor invoices for maintenance supplies, utility services, and grounds equipment for approval by the Manager of Buildings & Grounds.
• Oversees district wide card access system, 2-way radio systems, and department asset management.

Accountabilities

• Performs other duties as assigned.

Schedule 

• 5.75 hours per day (M-F) or 7.25 hours per day (M-Th) 
• Primary hours are standard business hours, with the possibility of occasional evening hours if backup coverage is required for Board or committee meetings.