Job description

The Executive Assistant to the Superintendent is an extension of the Superintendent, and the purpose of the job is to make the Superintendent a more efficient and effective leader. The Executive Assistant to the Superintendent serves to ensure that organizational vision, mission and values are communicated, aligned, and on track for accomplishment. The Executive Assistant helps to facilitate cross-departmental initiatives and systems improvements and directs and/or coordinates special programs, projects and activities sponsored by the Superintendent. In addition to project management, the Executive Assistant provides administrative support and serves as a liaison for and a representative of the Superintendent. The Executive Assistant conducts research and coordinates data and information collection for special assignments; participates in various personnel related activities; uses discretion and independent judgment to make decisions about day-to-day operations and crisis resolution; and manages multiple tasks, activities, events and projects with efficiency and care.

Essential Functions

60% High-level administrative support to the Superintendent:

• Manages day-to-day operations of the Superintendent's office in coordination with other assigned support staff.
• Oversees timelines of workflow both for the Superintendent's office and in collaborating workflow with other District offices and staff.
• Ensures Superintendent preparation for all meetings related to district mission and strategic efforts.
• Develops and implements office procedures as needed to ensure a professional office atmosphere. Analyzes and makes improvements to office operations.
• Conducts meetings and leads administrative assistants to build a cohesive teamwork. Supervises, evaluates, and recommends hiring of administrative support staff, as assigned.
• Assigns, reviews, and coordinates tasks, including peak loads and special projects. Provides for staff development.
• Facilitates the organization activities of special task forces and ad hoc groups, as assigned.
• Conducts research, analysis, and prepares presentation materials and information to assist the executive officer in preparing for meetings with staff and public agencies, officials, etc.
• Assists in developing administrative regulations, policies, and procedures.
• Assumes delegated authority to ensure implementation of and compliance with new regulations, policies, and procedures.
• Responds to questions and provides interpretations, as requested.
• Serves as a resource to the Superintendent and staff and assists with problem resolution, as requested.
• Coordinates and monitors completion of special assignments, as needed.
• Conserves the Superintendent's time by: Reading, researching and routing correspondence.

Drafting letters and documents.
Collecting and analyzing information.
Initializing communications.

40% Project management responsibilities:

• Facilitates development of cross-departmental initiatives and system improvements.
• Enables the implementation of projects that support strategic initiatives and, improve cross-functional operational business processes.
• Accompanies Superintendent to key meetings and events. Attends operations, project, and program-related meetings with or for the Superintendent (e.g. staff meetings, annual planning and budget meetings) to capture information and assure thorough follow up.
• Regularly monitors communications and messages, categorizes topics and ensures all are identified for action or not and by whom. Regularly follows up on effort and progress.
• Aligns stakeholder and partner interests and issues with appropriate district work for successful partnerships and accountability.
• Ensures meeting agendas and decisions are communicated as appropriate to pertinent SPS staff and stakeholders. Follows up on issues to ensure attention and completion in a timely manner.
• Coordinates cabinet level, internal and external stakeholder engagement including setting meeting agendas.
• Creates and maintains reports to the Superintendent on projects, efforts to ensure progress and accountability.
• Works closely with SPS central and building leaders to ensure they fulfill the district mission and strategic plan and are aware of and respond to challenges and opportunities that exist to accomplish the mission and plan.

OTHER FUNCTIONS:

• Ensures the confidentiality and integrity of information.
• May perform related duties consistent with the scope and intent of the position.

RELEVANT COMPENTENCIES

Managing Through Processes & Systems - Designs practices, processes, and procedures necessary to get things done; simplifies complex processes; gets more out of fewer resources; creates systems that manage themselves.

• Sets clear, well-defined outcomes for desired results and tracks progress.
• Breaks down objectives into actionable steps with targeted deadlines.
• Leverages and uses resources efficiently and creatively to achieve desired outcomes.

Learning on the Fly - Learns quickly when facing new problems; analyzes both successes and failures for clues to improvement; experiments and will try anything to find solutions; enjoys the challenge of unfamiliar tasks.

• Shows willingness to learn new methods.
• Learns quickly when facing new problems and tries to understand the basis for change.
• Treats change and new situations as opportunities for learning and growth.
• Modifies behavior quickly to deal effectively with challenging or unfamiliar tasks.

Dealing with Ambiguity - Can effectively cope with change; can shift gears comfortably; can decide and act without having the total picture; can comfortably handle risk and uncertainty.

• Responds quickly to change and comfortably considers new approaches.
• Operates well in situations when consequences of actions and decisions are unclear.
• Switches strategies or approach if current ones are not working.

Managing Relationships - Responds and relates well to people in all positions; is seen as a team player, and is cooperative; looks for common ground, and solves problems for the good of all.

• Relates well to all kinds of people inside and outside of the organization.
• Works to create win-win scenarios.
• Shares appropriate information to find common ground.
• Puts own agenda aside in order to achieve organization’s goals.

DISTRICT_WIDE CORE COMPETENCIES

Collaboration - Develops cooperation and teamwork while participating in a group, working toward solutions which generally benefit all involved parties.

• Is seen as a team player who encourages efficient and effective collaborations.
• Works skillfully in difficult situations with both internal and external groups.
• Represents his/her own interests while being open-minded to other groups.
• Builds respectful and productive relationships internally and externally.

Getting Results (Action Oriented) - Performs work with energy and drive; values planning, but will take quick, decisive action when an opportunity presents itself.

• Demonstrates a strong sense of urgency about solving problems and getting work done.
• Focuses on achieving the goal even in the face of obstacles.
• Assumes responsibility for starting and finishing work with minimal supervision.
• Strives for new levels of performance.

Decision Quality & Problem Solving - Uses analysis, wisdom, experience and logical methods to make good decisions and solve difficult problems with effective solutions; appropriately incorporates multiple inputs to establish shared ownership and effective action.

• Weighs the consequences of options before making a decision.
• Applies appropriate criteria to situations for the purpose of making decisions.
• Displays self-confidence in own judgment.
• Focuses in the facts and solutions instead of opinions and problems.

Integrity - Is widely trusted; is seen as a direct, truthful individual; presents truthful information in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn’t misrepresent him/herself for personal gain.

• Deals with people and situations in an honest and forthright manner.
• Represents information and data accurately and completely.
• Represents the confidentiality of information and concerns shared by others.
• Takes ownership if a mistake is their own and does not blame others.

Accountability - Holds self and others accountable for measurable high-quality, timely and cost-effective results; determines objectives, sets priorities and delegates work; accepts responsibility for mistakes; complies with established control systems and rules.

• Takes responsibility and action as if the risks (financial or otherwise) are his or her own.
• Holds individuals and team accountable for their actions and results.
• Initiates action even if outcome is uncertain and is willing to accept the consequences of failure.
• Aligns own activities and priorities to meet broader organizational needs.
• Demonstrates courage and confidence in his or her own ability.

KNOWLEDGE, SKILLS AND ABILITIES (KSA's)

• Demonstrated project management capabilities.
• Excellent written and oral communication skills, including editing.
• Research skills and an ability to present data and rational arguments.
• Conceptual and analytical thinking.
• Effective supervision and training skills.
• Establish and implement structural systems.
• Excellent organizational and time management skills.
• Collaborative problem-solving methods.
• Learn quickly.
• Strategic thinker.
• Ability to balance multiple requests.
• Demonstrated integrity, discretion and ability to maintain confidentiality in areas of sensitive information.
• Team player who can work with a variety of internal teams and external stakeholders.
• Excellent presentation and facilitation skills.
• Ability to establish effective working relationships.
• Ability to work with different personalities in high stress situations.
• Ability to deal with ambiguity.
• Systems thinker.
• Computer skills, including Word, Excel and PowerPoint.
• Knowledge of school and district organization and operations desired.

Typical Qualifications

EXPERIENCE/EDUCATION: A typical way to obtain the knowledge and abilities would be: Minimum of five (5) years of increasingly responsible employment; experience in a school district or other large public agency or non-profit organization preferred; eight (8) years of experience and a focus on project management and strategic planning preferred.; Bachelor’s degree in Public Administration, Public Policy or a comparable field; Graduate degree preferred; or an equivalent of education and experience.

Any equivalent combination of education, experience and training that provides the required knowledge, skills and abilities to perform the work will be considered.

CLEARANCES:

Criminal Justice fingerprinting and background check.

Job Type: Full-time

Pay: $90,043.00 - $115,624.00 per year

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Administrative Assistant: 5 years (Required)

Work Location: One location

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