Executive Assistant to the Superintendent and Board of Directors: Newberg School District, Newberg Oregon
October 12, 2015
Notice of Open Administrative Position
Position: Executive Assistant to the Superintendent and Board of Directors
Filing Deadline: Open until filled
Classification: Confidential, Regular, Full-Time Position
Grades/Location: District Office
Start Date: As soon as possible after hire
Hours/Days: 8 hours per day for 12 months per year (260 days)
Wage: $45,140 – $57,822 per year (Range D of Confidential Salary Schedule).
Full family medical/dental/vision, vacation/leave benefits, employee life insurance and PERS retirement.
Description: Serves as Executive Assistant to the Superintendent and Board of Directors. Performs highly responsible, confidential, and complex assignments for the Superintendent of Schools and the Board of Directors. The Executive Assistant to the Superintendent and Board of Education differs from other Administrative Assistant positions in the level of responsibility and interaction with the Board of Directors, district administrators, outside governmental agencies, the public, and the news media, as well as the level of independent judgment and discretion required. This position is part of the Confidential, Supervisory, Professional Technical group which is distinguished from the classified unit by the assignment of duties that are directly related to the negotiations and employee/employer relations functions of the Superintendent’s office. The Executive Assistant serves as the contact for internal and external constituencies on all matters pertaining to the office of the Superintendent. The Executive assistant also serves as a liaison to the Board of Directors and Senior Staff. The Executive Assistant shall be creative, focused with the ability to exercise excellent judgment in a variety of situations. This is a highly visible position responsible for a large number of administrative and organizational projects in a fast moving environment.
Qualifications and Skills:
- 3-5+ years of experience in executive support, preferably to superintendent, CEO or other executive level position, preferably in the education field
- Bachelor’s degree in education, office or administration, human resources, or social services; or Bachelor’s degree in other area of study with significant experience in office administration and public education
- Possess extreme confidentiality and commitment to maintaining a confidential environment
- Intuitive nature with the aptitude to make the right decision in critical moments to effectively support staff and Board
- Exceptional communication skills, both verbal and written (including correct English grammar, punctuation, spelling and proofreading)
- Exceptional interpersonal skills with a service-oriented operating style; experience in conflict resolution and solution-based problem solving
- Forward looking thinker
- Ability to produce high-quality and accurate work in a timely manner
- Ability to maintain poise, confidence and diplomacy in highly charged situations
- Ability to successfully coordinate a variety of difficult, technical administrative functions at a level requiring independent decision-making within established rules, policies, and procedures
- Ability to prepare clear, concise, grammatically correct letters, memos, minutes and other written documents; ability to effectively “ghost write” for executive leaders
- Proven record of adaptability, creativity and dynamic problem solving in a high pace environment
- Broad knowledge of policy governance, local and national school board policy trends, Oregon Revised Statutes, Oregon Administrative Regulations, Robert’s Rules of Order, legislative process, FERPA, HIPAA and related legal and policy related matters
- Familiarity with Incident Command System (ICS)
- Advanced proficiency in computer and technology skills. To perform this job successfully an individual must have advanced knowledge of:
- MS Office Suite (Word, Powerpoint, Excel, etc.
- Apple (Mac) iWork Suite (Keynote, Pages, Numbers, etc)
- Google Apps (Gmail, Google Drive, Hangouts, etc)
- Communication technology (Facetime, Skype, GoToMeetings, text, email, multi-line phone, etc.
- Knowledge of and ability to learn additional publication and social media platforms (Adobe Acrobat Pro, Prezi, Parentlink, student information and business information systems such as Synergy and Infinite Visions)
Essential Job Functions:
How to Apply:
- Maintains confidentiality and handles confidential and sensitive information in an appropriate manner without exception.
- Makes judgments about the interpretation and application of Board policy under the direction of the Superintendent.
- Complete a broad variety of administrative tasks for the Superintendent and Board including managing an extremely active calendar, completing and reviewing expense reports, composing and preparing confidential correspondence; arranging travel plans and itineraries; maintaining agenda planning documents and preparing meeting agendas.
- Monitors designated budgets and expenditures, reviews for accuracy, and makes adjustments revisions as directed; prepares purchase orders and requisitions.
- Maintains meticulous attention to the Superintendent’s priorities, schedule and responsibilities while he or she is in and out of the office; anticipates the needs of Superintendent and Board and proactively provides documents, materials and support in advance.
- Operates as “gatekeeper” and a partner for executive leadership in Superintendent’s Office; operates as a thinking partner for leadership staff as necessary.
- Operate as the “go-to” person on day-to-day operations of the Superintendent’s office.
- Communicates on behalf of the Superintendent to directors, administrators, staff, community agencies and leaders, parents, students and community members, as directed by the Superintendent.
- Researches, prioritizes and follows up on matters related to the Superintendent’s initiatives, areas of focus and directives.
- Works closely and effectively with the Superintendent to keep him or her well informed of upcoming commitments, responsibilities and issues; serves as a “barometer,” have a sense for the issues and incidents taking place in the District and keeping the Superintendent updated.
- Prioritizes conflicting needs; handles matters expeditiously, proactively and follows through to successful completion, often with deadline pressures.
- Engages in consistent, daily cycle of “triage,” organization, prioritization, analysis and adjustment to effectively manage fluctuating scenarios and workloads.
- Assures that meeting and other legal notices are prepared and properly distributed and posted in a timely manner.
- Prepares and distributes Board agenda packets at the direction of the Superintendent. Schedules and plans for meetings of the Board of Directors, Budget Committee, Leadership Team and other groups as directed by the Superintendent or Board Chair.
- Plans, coordinates, attends and takes minutes at all regular Board meetings, workshops, study sessions, and closed sessions of the Board of Directors and the Budget Committee.
- Collaborates with the Board Policy Committee to build and revise Board Policy.
- Collaborates with the Staff Policy Council to recommend revisions and updates to Board policy to recommend to Superintendent and Board Policy Committee, and to create, revise and update Administrative Regulations to recommend to Superintendent. Processes, posts and distributes revised and adopted Board policies and administrative regulations.
- Record keeping: Monitors receipt of materials and invoices; processes mileage claims; maintains official files of Board minutes, agendas and resolutions; maintains permanent, historical records of the Board of Directors; maintains Board Bylaws, Board Policies and Administrative Regulations database and files.
- Assists the Superintendent and Board of Directors with correspondence assuring that notes of thanks, appreciation and recognition are sent on behalf of the Superintendent and Board.
- Establishes and monitors the Board and Superintendent budgets; follows processes in place for reviewing and approving appropriate financial decisions and using sound judgment to prioritize and present financial requests and tasks to the Superintendent’s attention.
- Manages purchasing and orders for Superintendent and Board of Directors.
- Processes and documents all inter-district transfer requests, or works with district designee to manage inter-district transfers.
- Manages office details by relieving the Superintendent of Schools of routine requests and matters.
- Serves as a member of the Superintendent’s Senior Staff and Leadership Team.
- Creates successful relationships with District Office staff and building office staff to support their work and communicate Superintendent expectations and support.
- Attends evening and alternatively schedule meetings outside normal work hours, including Board meetings, closed sessions, work sessions. Attends evening and alternatively scheduled staff meetings, site council meetings, and other meetings related to the Board or Superintendent as necessary.
- Maintain District wide training, collaboration and holiday schedules, work collaboratively with other staff in scheduling, and assist in creation of school year calendar.
- Performs Special projects as assigned by the Superintendent and/or the Board of Directors including the planning, coordination and implementation of school district special elections and Board elections.
- Obtains and/or maintains a current Notary Public Commission.
- Performs other duties as assigned by the Superintendent.
Interested applicants must apply online at: https://newberg.schoolrecruiter.net/index.aspx and upload a cover letter, résumé, transcripts, and three letters of reference written within the last three years.
NOTE: Upload multiple reference letters as one document.
Current employees should submit a transfer form and letter of interest to: Ellen Lowe, Human Resources Specialist, Newberg School District, 714 E. Sixth Street, Newberg, OR 97132. 503-554-5039.
Applicants who best meet the requirements of the position will be invited for an interview.
Newberg School District is an Equal Opportunity Employer and Actively Seeks Minority Applicants.
The District complies with Equal Opportunity / Affirmative Action / Title IX Requirements.