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Executive Assistant to The Deputy and Assistant
3 months ago
Tentative start date of Monday, June 10, 2024.
**Position Summary**:
The Administrative Assistant to the Deputy Superintendent and Assistant Superintendent for Teaching & Learning performs organizational, coordination, planning, & managerial responsibilities necessary to accomplish the objectives of the Deputy Superintendent & Asst. Superintendent of Teaching and Learning. Responsibilities include prioritizing and executing complex, competing tasks; ensuring smooth workflow; coordinating meeting arrangements; taking and preparing informal & official minutes; querying & reporting data; excellent communication in person, in writing, or online; and setting the district standard for customer service. The position requires exceptional skills in all of the following areas: technology, project coordination, self-starting and self-managing, and the ability to work well with all levels of employees, including parents/guardians, business people, community members, and members of an elected School Board.
- Create, proofread, and edit communication to ensure it meets the highest standards of language use, clarity, and effectiveness.
- Create electronic, high-quality presentations on critical information for the Deputy Superintendent and Asst. Superintendent of Teaching & Learning to use in meetings with the School Board, administrators, and staff.
- Screen, distribute, and post mail for the Deputy Superintendent and Asst. Superintendent of Teaching & Learning.
- Research and draft executive summaries, abstracts, or presentations from reports, minutes, or other information as requested.
- Answer and screen telephone calls; respond to calls from community members with concerns, employing de-escalation strategies when appropriate.
- Process staff time sheets and conference reimbursements submitted to the Assistant Superintendent.
- Respond to inquiries, prepare materials, order materials, and process purchase orders and quotes.
- Create surveys and analyze data for various committees and purposes.
- Query data from the student information management system (SIM) or data management system for the use of the Deputy Superintendent or Assistant Superintendent of Teaching & Learning.
- Convert raw data (e.g., from dashboards or spreadsheets) to visual presentation in pivot tables, presentation software, or slide decks for public use.
- Manage organizational details and planning for large-scale events such as the Continuous Improvement Summit, district-wide professional development, and district-level implementation training.
- Manage administrative and organizational details for assigned projects, enabling the Deputy and Assistant Superintendents to focus on their respective strategic leadership and engagement.
- Maintain and file documents and records.
- Keep budget records for the Deputy Superintendent and Assistant Superintendent for Teaching & Learning, the Teaching and Learning department, and curriculum renewal.
- Process meeting rate records and payment for summer curriculum work, Continuous Improvement Team members, and professional development facilitators.
- Assists with summer school planning, printing, reporting, and scheduling.
- Schedule the flow of work and office activities, particularly in the areas of Continuous Improvement, principal supervision, and teaching & learning.
- Attend department and committee meetings to record minutes, note action steps, and schedule follow-up meetings and activities.
- Manage digital and paper records relevant to the Deputy Superintendent and Assistant Superintendent for Teaching & Learning.
**Knowledge, Skills, and Abilities**:
- Direct and plan the activities of others.
- Organize and establish priorities.
- Make reasonable independent judgements and decisions.
- Function well as a team member.
- Handle confidential matters properly.
- Work independently with mínimal supervision.
- Interact effectively with others.
- Demonstrate effective organizational skills.
- Exhibit strong public relation skills.
- Perform repetitive or short-cycle work under tight timelines.
- Communicate effectively with staff, students, parents, and other district residents.
- Work under specific, detailed instructions.
- Perform a variety of duties.
- Ability to attain precisely set limits, tolerances, and standards.
- Perform effectively under stress.
- General office skills, including typing, filing, record keeping, and data entry.
**Miscellaneous**
- Perform other duties as assigned by the Deputy Superintendent or Assistant Superintendent for Teaching & Learning.
- Serve as back-up to the Executive Assistant to the Superintendent and Assistant Superintendent of Operations.
**Working Conditions**:
This job is performed primarily indoors, with the occasional need to attend meetings outside the building or in other district schools.
**Qualifications**:
- High School diploma or equivalent required; Associates or Bachelors degree preferred.
- Minimum of 2 years of experience demonstrating knowl
