Administrative Assistant to the Chief of Teaching & Learning (SY26-27)

Reports to: Chief Teaching & Learning

The mission of the Office of Teaching & Learning is to ensure that all educators have access to the knowledge skills and resources they need to provide every BPS student with a high-quality culturally and linguistically sustaining and well-rounded education that prepares them to actively and responsibly read write reason communicate create and compute effectively within a global society.

The Office of Teaching & Learning includes English Language Arts Math Science Social Science/History Visual/Performing Arts Early Childhood Health & Wellness Academic Mentoring School Libraries MTSS (Multi-Tiered Support Systems) World Languages Global Education and the Office of Educator Development & Leadership.

The Administrative Assistant reports to and supports the Chief of Teaching & Learning and is responsible for overseeing the day-to-day operations of the office. This position will serve as a liaison for the office to ensure the smooth flow of timely and accurate information needed for informed decisions that support quality assistance related to Teaching & Learning throughout Boston Public Schools (BPS).

The Administrative Assistant will develop systems for filing managing supplies and timekeeping management. They will also liaise with BPS Payroll and the Office of Human Resources to ensure accountability.

This position requires significant interaction with offices throughout BPS as well as external partners. The Administrative Assistant will also assist the Teaching & Learning Finance and Operations Manager with special projects and ordering.

• Assist the Chief of Teaching & Learning with scheduling and other related activities.
• Provide customer service to BPS schools and families related to Teaching & Learning.
• Manage multiple calendars.
• Process travel requests.
• Answer phones and respond to email inquiries.
• Order office and program supplies.
• Organize the office including filing and copying.
• Process department timekeeping using PeopleSoft and liaise with Payroll and Human Resources as needed.
• Put systems in place to organize the department more effectively.
• Support new staff orientations.
• Support event and project preparation planning and staffing.
• Develop new systems to improve practices including a meeting/training room calendar department orientation manual and other related systems.
• Perform other duties as assigned.

• Assist the Finance and Operations Manager with day-to-day financial tasks including entering requisitions processing stipends ordering office supplies and supporting other special projects.
• Assist with the processing tracking and submission of invoices to Accounts Payable.
• Correspond and coordinate with budget and finance staff budget offices and other departments to support the timely processing of contracts invoices grants and expenditures.
• Assist the Finance and Operations Manager with monitoring grant expenditures and ensuring financial transactions are processed accurately.

• Assist in managing multiple special projects and/or events related to new initiatives and communications to school principals.
• Provide appropriate and consistent communications logistical support meeting support and event support as requested.
• Work closely with schools and offices to ensure requests are appropriately handled.
• Answer field calls and communications from vendors and partners and direct them to the appropriate person or department within the district.
• Assist in the implementation of Teaching & Learning policies and procedures.

• 57 years of full-time work experience in this area.
• Bachelors degree or equivalent experience.
• Strong written and verbal communication skills.
• Strong organizational skills and ability to efficiently meet deadlines.
• Detail-oriented with effective organizational skills and the ability to coordinate multiple projects simultaneously.
• Ability to work effectively and efficiently both independently and in a team-oriented fast-paced environment within the department and across departments.
• Ability to work with administrators teachers other staff and members of the community.
• Strong office management skills.
• Ability to maintain confidentiality.
• Familiarity with PeopleSoft (Timekeeping and Financials) preferred.

Terms: Managerial Tier C41

The Boston Public Schools in accordance with its nondiscrimination policies does not discriminate on the basis of race color age criminal record physical or mental disability pregnancy or pregnancy-related conditions homelessness sex/gender gender identity religion national origin ancestry sexual orientation genetics natural or protective hairstyle military status immigration status English language proficiency or any other factor prohibited by law in its programs and activities. BPS does not tolerate any form of retaliation or bias-based intimidation threat or harassment that demeans individuals dignity or interferes with their ability to work or learn. If you require an accommodation pursuant to the ADA for the application process please contact the Accommodations Unit at

Required Experience:

IC