Executive Administrative Coordinator

2 weeks ago

Oakland, California, United States Oakland Unified School District Full time

POSITION TITLE:
Senior Executive Assistant

REPORTS TO:
As Assigned

DEPARTMENT:
As Assigned

CLASSIFICATION:
Classified Management Confidential

FLSA STATUS:
Exempt

WORK SCHEDULE:
261 Days/7.5 Hours

BASIC FUNCTION:

Under general supervision, act as a confidential executive assistant, providing a broad range of highly independent and complex administrative support services.


KEY RESPONSIBILITIES:
(The following duties are representative of the essential functions of the position. This description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification.)

PRIMARY DUTIES:

Serve as a confidential executive assistant, alleviating the officer of various technical and administrative responsibilities by executing independent and highly accountable administrative and staff functions that align with the District's educational objectives.

Assist in refining written communications; develop multimedia presentations for the Superintendent; independently draft, prepare, and compile materials such as communication updates and summary reports, including annual Board objectives; conduct research; gather and organize statistics, financial, legislative, and other specialized data.

Perform research, analyze data, and prepare and maintain a variety of complex confidential and non-confidential statistical reports, records, and files essential for informed decision-making by the Superintendent and senior management.

Manage calendar; arrange appointments and meetings; facilitate logistical arrangements for large-scale events as necessary.

Attend and document proceedings from confidential and sensitive official and unofficial meetings as directed; review minutes prepared by others for accuracy, quality, and appropriate tone; represent and act as directed.

Maintain a variety of manual and electronic documents, files, and records (e.g., minutes, policies, appointment calendars, official records, directives, etc.) to provide up-to-date references and an audit trail for compliance with District, local, state, and federal regulations.

Advise on District policies, procedures, and regulations, including implications and issues; articulate District policy and procedures and convey information regarding District programs and functions; make decisions on procedural matters within the scope of the position's responsibilities.

Stay informed on various District matters and advise the Superintendent accordingly; identify priorities and coordinate functions to meet District goals and objectives to ensure student achievement.

Ensure the Superintendent is thoroughly prepared for all official and unofficial proceedings with current information and background data, complete agendas and documentation, and accurate schedules, including a priority brief for all meetings.

Act as a liaison to board members and senior management on policy information.

Oversee and coordinate Board agendas, minutes, follow-up correspondence, reports, and memoranda of actions taken; notify administrative staff of items due for future Board meetings, ensuring timely submission of agenda items from staff; maintain a calendar of regular Board meetings and submission deadlines.

Manage and supervise staff to provide administrative support to Board members on Board-related matters, including, but not limited to, scheduling appointments, preparing correspondence, and conducting legislative research.

Oversee staff in researching and analyzing Board policies and procedures to ensure compliance with state and federal laws and regulations.

Review, analyze, and prepare all Board items for the Superintendent's review, including verifying the accuracy of items submitted by District departments.

Ensure compliance with relevant regulations.

Plan, coordinate, and schedule Board office staff to attend all Board meetings, including closed sessions; ensure Board staff disseminates materials and recordings for all meetings following all Board meetings.

Provide leadership and act as a resource for site and District office assistants and support clerical staff; relay concerns and initiate follow-up.

Screen and process the Superintendent's mail, both electronic and paper; refer to other staff members as appropriate; compose correspondence on own initiative on matters not requiring personal response by the Superintendent.

Transmit confidential, controversial, or sensitive information involving contacts with a wide variety of individuals, including the District's legislative and legal representatives, and the media.

Receive visitors and telephone calls from the public, staff, parents, and students; exercise judgment in providing information, referring to an appropriate staff member, or scheduling an appointment with the Superintendent.

Effectively communicate with Board members, senior management administrators, staff, and members of the public to coordinate activities, resolve issues, and convey, gather, and/or exchange information.

Respond to parent and/or community inquiries; collaborate with schools and departments to resolve routine concerns directed to the Superintendent.

Make recommendations to develop, implement, and update internal and external procedures to ensure smooth and efficient service delivery, including the use of technology in compliance with laws, policies, and regulations.

Develop annual calendars for meetings and activities related to the Superintendent's office and Board.
Arrange registration and travel logistics for the Superintendent for meetings, conferences, and conventions.

Maintain approved budgets and transaction records; process requisitions, claims, and requests for budget allocation changes and reassignment of funds to and from various accounts, coordinating with fiscal staff to ensure compliance.

Chair monthly Office Managers meetings to provide leadership and staff development, serving as a resource for information.

Serve as office manager; interview, hire, lead, direct, supervise, and evaluate the work of assigned office staff; oversee work activities within the office to organize assignments, monitor progress, and ensure completion within established guidelines.

Perform general administrative support, including filing, typing, collating, copying, answering telephones, providing information, and sorting and routing mail when necessary.

Assist departments in coordinating various special recognition activities as assigned.
Perform special projects as assigned.
Perform related duties as assigned.
MINIMUM QUALIFICATIONS:

A combination of education, experience, and training equivalent to a Bachelor's degree in business, communications, secretarial science, management, or organizational leadership and a minimum of five (5) years providing executive-level administrative support to a leader of a public or private organization.

Experience in a public school district is highly desirable but not required.

LICENSES AND OTHER REQUIREMENTS:
Notary Public Commission preferred
Valid California Driver's License
Employment eligibility will include fingerprints, tuberculosis, and/or other employment clearance

KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Standard secretarial procedures and office management techniques
Thorough knowledge of District organization, policies, and procedures
Federal and state legislation pertaining to education
Education codes applicable to the Superintendent's office
Diverse academic, socio-economic, cultural, ethnic, and disability backgrounds of District staff, students, parents, and community
Correct English usage, grammar, spelling, punctuation, and vocabulary
Reading and writing English communication skills
Presentation skills and techniques
Public relations practices
Interpersonal skills using tact, patience, and courtesy
Methods of statistical analysis and report writing techniques
General finance and accounting principles
Operation of a computer and standard office equipment
Computer software, including advanced Word, PowerPoint, Excel, Windows, and desktop publishing

ABILITY TO:
Effectively coordinate a variety of difficult, technical administrative functions at a level requiring extensive independent decision-making within established rules, policies, and procedures
Independently perform highly complex research and special assignments
Interpret, apply, and explain District policies, procedures, rules, and regulations
Communicate and articulate verbally and in writing at an exceptional level
Effectively make presentations to staff, Board members, and the public
Prepare comprehensive and complex statistical and narrative reports and other documents
Perform a wide variety of specialized and technical duties
Initiate programs and activities to help meet District goals and objectives
Proofread and edit documents at a mastery level
Apply computational and statistical skills
Perform data analysis and make solid recommendations
Maintain confidentiality
Set priorities and meet schedules and timelines
Understand and follow oral and written directions
Establish and maintain cooperative and effective working relationships with all levels of District staff, board members, outside agencies, parents, and the public
Elicit cooperation from others
Work with computer software programs at advanced levels including Word, PowerPoint, Excel, Windows, and the Internet
Research, prepare, and maintain statistical records and prepare comprehensive, highly complex reports
Analyze situations accurately and adopt an effective course of action
Demonstrate sensitivity to, and respect for, a diverse population
Work independently with little direction

WORKING CONDITIONS:
Office environment; fast-paced work; constant interruptions

PHYSICAL REQUIREMENTS:

Consistent mental alertness; sitting or standing for extended periods; lifting, carrying, pushing, and pulling objects up to 30 pounds, occasionally 30+ pounds; bending and twisting at the waist, reaching overhead, above the shoulders, and horizontally; dexterity of both hands and fingers while performing duties; hand/eye coordination; seeing to read, write and use the computer; hearing and speaking to exchange information, in person or on the telephone, and make presentations.


NON-DISCRIMINATION POLICY:

The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.

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