Administrative Specialist to Assistant Superintendents

To inspire and prepare all students with the confidence courage and competence to achieve their dreams contribute to their community and engage in a lifetime of learning by providing administrative and assistance to the Assistant Superintendents and the Division of Leadership Teaching and Learning (DLTL). The Administrative Specialist supports the Assistant Superintendents and the Division of Leadership Teaching and Learning (DLTL) by providing executive-level administrative and operational support coordinating division initiatives and managing complex projects and priorities. The Administrative Specialist prepares correspondence reports presentations agendas meeting materials and other documents; coordinates meetings events and system-wide activities; and serves as a liaison with district leaders departments schools and external partners. The Administrative Specialist independently researches issues develops recommendations drafts solutions and advances work while exercising a high degree of judgment discretion and position anticipates needs initiates action manages multiple competing priorities and supports the implementation of division goals and district initiatives. The Administrative Specialist plays a key role in promoting organizational effectiveness continuous improvement and successful execution of division priorities. This position requires a high level of confidentiality independent judgment professional diplomacy and discretion.

• Provide work direction guidance and coordination to Office and Administrative Professional (OAP) staff supporting Assistant Superintendents and department leadership.
• Coordinate and align administrative processes priorities timelines and communication across multiple leaders departments and sites.
• Serve as the first point of contact and a resource for OAP staff regarding Assistant Superintendent support practices procedures and operational processes.
• Support onboarding and training of administrative support staff as needed.
• Function as an extension of the Assistant Superintendents by independently coordinating work monitoring priorities and ensuring timely follow-through.

• Independently manage complex executive calendars competing priorities and deadlines and leadership commitments while exercising sound judgment regarding scheduling decisions and organizational priorities.
• Collaborate with leaders throughout the organization to advance priorities and deadlines.
• Anticipate executive needs identify potential conflicts or barriers and proactively implement solutions with minimal direction.
• Monitor executive commitments and ensure timely follow-up on critical actions and deliverables.
• Plan meeting objectives develop agendas coordinate contributors and manage meeting materials and logistics.
• Track follow-up items and ensure completion of assigned actions.

Executive Communication and Correspondence Support (15%)

• Draft edit and coordinate executive communications reports presentations and correspondence for leadership review and approval.
• Track action items requests and follow-up activities to ensure completion.
• Coordinate communication and information sharing across sites departments and stakeholders.
• Exercise discretion when handling highly sensitive and confidential information.

• Lead assigned projects and initiatives from planning through implementation with considerable independence.
• Develop and maintain project timelines milestones deliverables and tracking systems with minimal oversight.
• Coordinate stakeholders monitor progress identify barriers and facilitate resolution of challenges.
• Identify issues evaluate options and develop recommended solutions for leadership review and decision-making.
• Advance projects proactively without waiting for direction on routine matters.
• Present completed drafts recommendations implementation plans and status updates to Assistant Superintendents.

Examples of assigned projects may include:

• Annual staffing processes and workforce planning activities.
• Leadership hiring and interview coordination.
• Extended educational trips and fundraising approval processes.
• Business Services process improvement initiatives.
• Annual and recurring district operational processes.
• Cross-functional DLTL initiatives and special projects.

• Support development and implementation of administrative and operational processes in partnership with other departments.
• Monitor budget activity expenditures adjustments and outstanding financial items; maintain tracking tools and compile financial information for leadership review.
• Support purchasing contract coordination and business services functions.
• Monitor P-Card reconciliation compliance requirements and corrective action follow-up.
• Identify process gaps and opportunities for increased efficiency and effectiveness; support implementation of improvements.
• Develop and maintain workflows forms dashboards project trackers databases records timelines and reporting tools that support division operations.
• Organize and analyze information to support leadership decision-making operational planning and organizational awareness.
• Ensure compliance with data privacy requirements and records management standards.

• Support emergency response coordination and executive information gathering as needed.
• Coordinate communications related to division initiatives and operational matters.
• Support the effective functioning of Assistant Superintendent and DLTL Operations activities.
• Perform other comparable professional duties and special assignments as directed.

• Knowledge of executive-level administrative support practices and professional business communications.
• Ability to serve as a strategic partner and proxy for executive leadership on assigned projects and initiatives.
• Ability to anticipate needs determine priorities and take appropriate action with limited direction.
• Strong project management organizational and problem-solving skills.
• Ability to coordinate work across departments sites and stakeholder groups.
• Demonstrated ability to prepare high-quality drafts recommendations reports and executive materials requiring minimal revision.
• Ability to provide work direction coordinate the activities of others and ensure follow-through on priorities and deadlines.
• Knowledge of records management confidentiality requirements and data privacy regulations.
• Ability to identify process improvements and implement effective solutions.
• Strong analytical skills and attention to detail.
• Knowledge and understanding of equity inclusion and culturally responsive practices.
• Advanced computer skills including Microsoft Office Google Workspace and electronic information management systems.
• Exceptional interpersonal communication skills including high quality customer service.

• Associates degree in Business Administration Public Administration Communications Education or a related field; Bachelors degree preferred.
• Five (5) or more years of progressively responsible executive support project coordination operations or administrative leadership experience.

• Bachelors degree in a related field.
• Experience supporting executive-level leaders in a school district public sector or similarly complex organization.
• Experience providing lead work direction or coordinating the work of administrative support staff.
• Experience managing cross-functional initiatives and organizational projects.
• Knowledge of school district operations budgeting processes and compliance requirements.

• Meaningful and impactful work
• Opportunities to grow professionally
• Comprehensive benefits package
• Collaborative and supportive work environment
• Opportunity to contribute to district-wide initiatives
• And more

Osseo Area School District ISD 279 is an Equal Opportunity and veteran-friendly employer. Osseo Area School District ensures equal employment opportunities regardless of race creed gender color national origin religion age sexual orientation or disability. Osseo Area School District is committed to a workforce that reflects the diversity of the district and strongly encourages persons to apply who can strengthen our diversity.

If you are an eligible veteran please submit a legible copy of your DD214 with your application.

If you have a disability that requires an accommodation during the selection process please contact Human Resources at or .

Required Experience:

IC