Department Coordinator-Learning & Teaching @ D.O. #1625

Monroe School District•Monroe, WA

3d•Onsite

About The Position

The Department Coordinator provides advanced administrative, programmatic, and operational support to the Learning & Teaching Department under the general supervision of the Assistant Superintendent of Learning and Teaching. This position coordinates departmental workflows, manages complex data and reporting requirements for State and Federal Programs, supports program compliance, and leads logistical and operational systems for curriculum, assessment, and student services support. The Coordinator serves as a key resource for department staff, school teams, and external partners, ensuring smooth operations, accurate information flow, and timely completion of critical tasks. This position requires strong organizational skills, independent decision-making, and the ability to support the department in advancing district instructional goals.

Requirements

High school graduate or equivalent
Valid First Aid/CPR card
Successful Washington State Patrol and Federal Bureau of Investigation fingerprint clearance
I-9 employment eligibility in compliance with the Immigration Reform and Control Act
HIV/HBV training (obtain within 60 days of hire date – District provided)
Human Resources new hire training (obtain within 60 days of hire date – District provided)
Availability to work extra hours as needed to meet deadlines
Strong knowledge of clerical and administrative practices and procedures
High-level skill in organization, project management, and workflow coordination
Excellent written and oral communication skills, including grammar, formatting, and professional correspondence
Keyboarding skill at 55 words per minute with accuracy
Ability to operate and troubleshoot general office systems, technology, and software platforms
Ability to interpret and apply state and federal program requirements
Ability to manage complex records and ensure accuracy in data reporting
Ability to work independently, set priorities, and meet deadlines in a fast-paced environment
Ability to maintain strict confidentiality
Ability to establish and maintain effective working relationships with staff, parents, agencies, and the public
Ability to work effectively under pressure and with frequent interruptions

Nice To Haves

Associate’s degree or higher preferred
Three or more years of progressively responsible office, program support, or coordination experience
Experience working with staff, educational agencies, and the public
Advanced proficiency with Microsoft Office Suite (including Excel), Google Workspace, and database programs
Experience with NWRDC/WSIPC and Skyward systems preferred

Responsibilities

Provide advanced administrative and program coordination support to the Learning & Teaching Department.
Coordinate and maintain department calendars, schedules, timelines, and communication systems.
Prepare and process correspondence, reports, presentations, and data submissions for internal and external stakeholders.
Manage incoming and outgoing department communications, including mail, email, and document routing.
Maintain program records and files for State and Federal Programs, student discipline documentation, and homeless student support services.
Support compliance monitoring by organizing required documentation and assisting with audits and reporting.
Coordinate and oversee the processing of timesheets, Time and Effort logs, and related federal program documentation.
Coordinate logistics for parent and staff meetings, trainings, and department events.
Process purchase orders, track expenditures, and manage financial documentation related to departmental services, including translation/interpretation.
Provide operational support for curriculum materials management, including barcoding and tracking textbook inventory.
Monitor workflow efficiency and recommend improvements to departmental procedures.
Maintain regular and punctual attendance.
Maintain compliance with federal/state laws and district policies, including mandatory reporting obligations.
Other duties as assigned within the PSE Monroe OP bargaining unit.