Administrative Assistant to the Assistant Superintendent

Administrative Assistant to the Assistant Superintendent

Position Summary: The purposes of this position are to support the Assistant Superintendent by coordinating the development of multiple concurrent curriculum development projects monitoring the status of curriculum development teams providing administrative support for internal and external professional development programs and workshops monitoring grants conducting searches for relevant information and materials and providing other confidential executive support services. The Administrative Assistant is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her/their direction and control and is able to problem solve and work independently.

Essential Duties & Responsibilities: Provides administrative and secretarial support to large and small projects related to curriculum and instruction and produces multiple iterations of documents reports brochures and forms e.g. curriculum benchmarks observation guides report cards and professional development workshop announcements; Assists with developing and maintaining the Administrative/Professional Development Calendar; helps coordinate plans and materials for early release days Professional Day Convocation and for various committees; Coordinates internal professional development workshops including making arrangements with instructors ordering materials equipment supplies and food preparing staff communications and processing registrations; resolves problems that may arise during the course of workshops; Arranges for the Assistant Superintendents meetings; takes notes and produces minutes at meetings as required; provides administrative and secretarial support as needed to curricular programs; Maintains bookkeeping spreadsheets and/or checklists on the District PD and Title II grant budgets the staff evaluation list study groups and other grants and programs; processes professional development and Title II grant purchase orders invoices and payroll forms; Maintains records of confidential evaluations of directors and teachers; maintains educator evaluation system TeachPoint; Answers informational questions from directors principals and others regarding the Districts initiatives; produces and provides related documents and forms; Conducts initial research for relevant information and materials; Other duties as assigned.

Supervision:

Supervision Scope: Coordinates partially and/or entirely various curriculum development and professional development projects on behalf of the Assistant Superintendent and other school administrators; organizes and maintains in a neat orderly and current condition the iterations records and supporting materials developed and produced by the office project work groups and the Assistant Superintendent.

Supervision Received: Works under the general and specific supervision of the Assistant Superintendent may receive topical direction from other administrators and is expected to function effectively efficiently and independently on his/her/their behalf.

Minimum Required Qualifications:

Education Training and Experience: Applicants for this position must have graduated from an accredited high school or possess a GED have more than five years of clerical secretarial or office administration experience.

Knowledge Ability and Skill:

Knowledge: Must have a demonstrated knowledge of excellent office administrative practices google apps basic desktop publishing and how to efficiently and accurately use word processing spreadsheets electronic mail and information technology to provide for effective records and materials maintenance; know how to develop and maintain effective administrative techniques understand the interrelationships amongst the curriculum development process and components and how to maintain confidential records.

Ability: Must be able to demonstrate the ability to master administrative procedural requirements within reasonable periods of time produce accurate work coordinate multiple activities and set priorities consistently meet deadlines communicate effectively with the professional staff and others coordinate and administer many pending matters produce accurate work with correct spelling and grammar produce routine and specialized reports.

Skill: Must have demonstrated skill in organizing work meeting deadlines independently while working under multiple service demand pressures interruptions and in providing courteous effective customer service strong interpersonal skills have strong skills in office and records organization coordination document publishing and production adherence to required procedures the use of technology to manage information to efficiently prepare accurate and grammatically correct materials and correspondence and to provide courteous communications and coordination.

Job Environment: Administrative and secretarial work is performed in a private office that is subject to recurring interruptions. Requires the operation of telephones computers copiers fax machines and other standard office equipment. Has recurring frequent contact with other school administrators teachers and staff and with outside professional development organizations and consultants; requires initiative patience tact and discretion; communications involve multiple media e.g. face to face discussion telephone e-mail and hard copy correspondence.

Physical and Mental Requirements: The work is primarily of an intellectual nature but requires a variety of physical capabilities. While performing the duties of this job the employee is frequently required to sit and talk or hear; occasionally required to walk use hands to finger handle or feel objects tools or controls: and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. This position requires the ability to operate a keyboard and calculator at efficient speed. The employee must be able to hear normal sounds distinguish sound as voice patterns and communicate through human speech. This is a highly confidential non-union position.

Schedule: Twelve Month; 261 Days

Salary: Commensurate with experience Please submit a cover letter resume and three current letters of recommendation online.

Non- Discrimination Notice: Waltham Public Schools does not discriminate on the basis of race color religion disability national origin gender gender identity or sexual orientation. Waltham Public Schools has partnered with the Massachusetts Partnership for Diversity in Education (MPDE) in our effort to welcome diverse candidates to our school system. We value and prioritize the hiring of educators who bring a wealth of perspectives and experiences to our schools and who reflect the diversity of the students we serve. MPDE is a collaborative of public school districts with a 40-year uninterrupted history committed to supporting the interest of its members to increase the numbers of teachers of color for their schools by providing recruitment support and related services.