Executive Assistant/project Coordinator to The

1 week ago

Grand Rapids, United States Grand Rapids Public Schools Full time

Job Description

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

**GRPS MISSION**: Our mission is to ensure that all students are educated, self-directed and productive members of society.

Executive Assistant/Project Coordinator to the Deputy Superintendent of PK-12 Leadership and Learning

**Department**: Learning and Teaching Department

**Unit**: Support Non-Exempt

**Salary**: Grade 208 - Specific salary based on experience

JOB SUMMARY

To provide administrative support to the Deputy, thereby enhancing the ability of the office to provide quality services in an efficient, timely and professional manner. This position will also coordinate/execute various projects. Under general direction, performs highly responsible, confidential, and complex administrative and project management assignments. Will act as a role model for other Executive Assistants with the utmost dependability, confidentiality, efficiency, exemplary customer service and professionalism, and alignment with District values.

ESSENTIAL JOB FUNCTIONS

Essential functions under the Americans with Disabilities Act may include any of the following duties, knowledge, and skills. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular on time and in person attendance is an essential function of this job. Other essential functions may include, but are not limited to the following:
Coordinates quality assurance measure of the Learning and Teaching Department
Ability to interpret and translate facts and information, explain issues, and advise individuals of alternatives on appropriate courses of action.
Maintain a working knowledge of the Deputy Superintendent’s responsibilities to effectively assist with completion of job tasks.
Maintain Academic Achievement Committee (Board of Education) policies, agendas, rules, and related correspondence.
Assist year-round in the Executive Director’s evaluation process, including responsibility for maintaining and organizing all electronic documents.
Handle payroll for substitute administrators.
Maintain consistent flexibility for early morning or late evening meetings.
Perform administrative duties as requested such as maintaining the Deputy Superintendent’s calendar, scheduling meetings and conference calls, assisting with meetings as requested, preparing agendas, coordinating meetings, ordering lunches, preparing for presentations, etc., including diligently ensuring all necessary follow-up on meeting requests.
Build and maintain positive working relationships with external partners and individuals.
Prepare correspondence, letters, memos, forms, PowerPoint presentations, and other documents in proper form, ranging from simple to very complex while fully utilizing the technology available.
Utilize the District’s business, human resources, and student data and information systems.
Proofread all documents to ensure accuracy and professional appearance.
Attend all meetings as requested, record and transcribe minutes.
Maintain files in an orderly manner. Keep filing up to date. Maintain a recordkeeping system compliant with all procedures, laws, and regulations.
Exercise good and sound judgment in handling situations, under the ultimate direction of the Superintendent.
Maintain work system to provide effective organization and quality work.
Complete special projects by clarifying project objectives, setting timetables and schedules, conducting research, developing, and organizing information, communicating, and serving as project manager.
Attend committee meetings, recording minutes, and performing follow-up tasks as necessary, including attendance at meetings assigned to co-Executive Assistant when necessary or requested.
Promptly obtain Deputy Superintendent’s approval/signature for a wide variety of documents, including contracts, resignations, retirements, out-of-state travel for employees, out-of-state or overnight field trips forms, etc.
Maintain/order office supplies.
Other duties as assigned.

QUALIFICATIONS

**Education and Experience**:
Minimum 3-5 years of relevant experience.
A notary public or the ability to become one.
Tech-savvy

**Preferred Qualification**:
Bachelor’s degree
Bilingual (Spanish)

**Knowledge, Skills, and Abilities**:
Demonstrated knowledge of relevant laws, including Open Meetings Act.
Demonstrated knowledge of processes and procedures.
Demonstrated proficie

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