Administrative Assistant to the Director of Schools
Job description
JOB GOAL: To support the Directors of Schools in meeting their strategic objectives
ESSENTIAL FUNCTIONS:
- Communication Support and Facilitation
- Primary Point of Contact for Directors of Schools
- Receive, evaluate and direct incoming mail and telephone calls
- Assist with email management / screening as appropriate
- Primary Point of Contact for Directors of Schools
- Set and manage appropriate boundaries and expectations with stakeholders both internally and externally
- Provide support and coordination with incoming and outgoing requests and communications with the Superintendent’s Office, Cabinet, and various stakeholders (written and verbal)
- Act as trusted representative on behalf of Directors of Schools in collaboration with principals and other stakeholders with communicating, decision-making, and troubleshooting
- Coordinate, draft, review and edit Director of Schools and other executive communication – both internal and external including written communications such as letters and memos, documents, presentations, meeting agendas and supporting documents
- Organization and Administrative Support and Facilitation
- Ensure preparation, communication, documentation and follow up with each meeting is provided to participants and all stakeholders, as appropriate
- Proactively and creatively work to maximize the interests of the District and the Directors of Schools
- Identify gaps, develop processes / procedures and implement systems to enhance communication and effectiveness within the department
- Maintain document filing and organizational system
- Prepare weekly summary for planning, tracking, and monitoring purposes to Directors of Schools
- Data and Analytics support, tracking and management
- Manage the department budget
- Maintain a “no fluster zone” – ensure that tasks are completed effectively and professionally, recognizing the reality of urgent emergencies, last minute requests, changing timelines and competing priorities
- Reports on team/District milestones and activities such as goals and projects
- Relationship Building and Engagement Support and Facilitation
- Represent the Directors of Schools and District internally and externally through relationship development, engagement and excellent customer service
- Provide appropriate updates and recommendations to Directors of Schools
- Provide insight and updates on District culture and team member relations
- Represent the department by reflecting values, mission, and vision
- Project Management Leadership and Support
- Organize, prioritize and manage projects impacting Directors of Schools
- Principal Residency Program support and management
- New Principal Mentorship/Coaching support and management
- Organize, prioritize and manage projects impacting Directors of Schools
- New Principal Induction support and management
- Professional Development support and management
- Leadership Coach support
- Principal Accountability and Coaching Tracker management and support
- Hiring process oversight
- Provide circular communication to appropriate internal/external stakeholders
- Anticipate and track communication and project need and provide on-going status updates
- Oversee the Directors’ calendar in alignment with their priorities and the Theory of Action; track cyclical District events and special projects across the organization
- Provide support in overseeing Directors’ calendar, screening and prioritizing all meetings, appointments and requests
- Complete Special Projects as assigned by the Directors
- Communicate initiatives and deadlines to team members and Principals in a variety of print, digital, and interpersonal ways; tasks may include creating calendars, blogs, social media, and hosting meetings
- Maintain all essential documentation both written and electronically
- Business, Strategic and Succession Planning Support
- Develop processes and procedures to effectively move goals and objectives forward
- Develop, maintain and implement annual calendar for Directors
- Partner to manage, document, and support Principal leadership goals, framework, and evaluations
- Process pay hours with Substitute Teacher Service for Leadership Coaches
- Meeting and Event Support
- Coordinate logistics for all meetings and events
- Ensure attendees receive agendas, support, data, and minutes in a timely manner
- District Advocacy & Community Support
- Collaborate with LTL to develop community engagement experiences
- Serve as a liaison to community stakeholders
- Relationship development among internal and external community partners
- Set up logistics within District and community initiatives
MARGINAL FUNCTIONS:
- Perform support functions for the Directors of Schools.
REPORTS TO: Directors of Schools
SUPERVISES: Not applicable
QUALIFICATIONS:
- Associate or Bachelor Degree preferred
- Demonstrated experience supporting an executive, preferred
- Demonstrated experience with managing/coordinating multiple projects
- Demonstrated experience with office management or other related administrative support
- Demonstrated experience with internal and external communications
- Intermediate or advanced proficiency in the use of standard desktop applications, including the ability to produce documents and presentations of all kinds using word processing
- Ability to make independent judgements
- Ability to maintain discretion and confidentiality
- Ability to support a culture of equity, diversity, and inclusion
TERMS OF EMPLOYMENT: Full year. Salary to be established by the Board.
EVALUATION: Performance is evaluated in accordance with the Compensation and Performance Evaluation Plan for School and District Leaders
PHYSICAL/MENTAL/ENVIRONMENTAL DEMANDS:
Physical Demands:
Sitting at a desk for extended periods of time. Standing for limited periods of time.
Occasional bending, crouching, stooping, twisting, reaching and grasping.
Sensory Abilities: Normal/Corrected vision.
Visual acuity to read correspondence and computer screen. Auditory acuity to be able to use telephone and greet individuals. Ability to speak clearly and distinctly.
Temperament:
Ability to work as a member of a team.
Must be courteous and able to deal effectively with people. Must be cooperative, congenial, and service oriented.
Ability to work with limited supervision. Ability to be flexible.
High degree of patience and tolerance.
Ability to work in an environment with frequent interruptions.
Mental Demands:
Ability to interpret detailed written and verbal communications. Ability to perform basic math functions.
Ability to function in a fast-paced and high-pressure work setting.
Environment:
Office setting.
Ability to travel to other locations for training, meetings, picking up and dropping off
items.
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