District Office - Position - Administrative Support Job Number 860####### Start Date Open Date 09/09/2024 Closing Date Provides confidential secretarial and administrative support to the Chief Academic Officer and the Academic Office writ large. The position manages the clerical and administrative support activities for this senior executive's office. Functions as an extension of the Chief Academic Officer relieving him or her of administrative details. Requires the exercise of considerable discretion and independent judgment and action in regularly overseeing complex and confidential matters. Requires the regular application of knowledge of the substantive work of the division and associated schools/departments, their objectives, and lines of communication. Performs office management duties and may be responsible for assigning, reviewing, and coordinating work of clerical personnel.Essential Functions
- Directs, in partnership with the Executive and Special Assistant, the administrative activities for the assigned office.
- Implements administrative decisions and policies and transmits instructions with the authority of the supervisor. Works collaboratively with senior staff regarding completion of assignments from the Officer or Director.
- Supports the schedule of the Chief Academic Officer and ensures their preparation for meetings and events.
- Manages the Academic office conference and meeting space in terms of scheduling and maintenance.
- Leads phone line management associated with all lines supporting the Academic Offices.
- Screens and manages requests and inquiries as deemed appropriate. Processes sensitive and confidential information. Receives and directs inquiries to appropriate staff.
- Manages the entry of payroll and associated leaves processes and approvals.
- Develops and oversees the maintenance of administrative manuals, guides, and filing systems.
- Supports the design and implementation of administrative processes associated with leaves and signature requests.
- Orders necessary equipment and materials and monitors annual purchases for control of supply costs. Supports other directors and Academic staff with entry of orders into procurement systems.
- Represents the Chief Academic Officer presenting and discussing administrative matters as directed.
- Monitors office and administrative activities to ensure compliance with Federal, State and City affirmative action requirements.
- Demonstrates people skills that ensure effective teambuilding and understanding of the team process.
Maximum Salary 104098.00 Minimum Salary 67384.00 Desired Qualifications
- Bachelor's degree. Degree must be from an accredited college or institution.
- Three years of experience providing administrative support to a department head or senior manager.
- Additional administrative support experience may be substituted on a year for year basis for the education requirement.
- Knowledge of the principles and practices of administrative analysis.
- Knowledge of office practices and protocol.
- Knowledge of principles and procedures of office management and supervision.
- Knowledge of standard record maintenance procedures.
- Excellent oral and written communication skills.
- Proficient skill in the use of technical computer applications including Microsoft Word, Excel, PowerPoint, and Outlook or similar package.
- Skills in planning and coordinating administrative and/or clerical functions.
- Skills in setting work priorities and assigning work.
- Skills in expressing ideas and abstract thoughts clearly in both written and oral form.
- Ability to conduct administrative and organizational studies and to make recommendations for improvements.
- Ability to collect, compile, analyze data, assemble information, and prepare reports.
- Ability to interpret the administrative policies and procedures of the City Schools.
- Ability to establish and maintain effective working relationships with associates, officials, and employees.
- Ability to prioritize, plan, and execute multiple, complicated, and continuing assignments in a timely manner.
Full time or Part time Full time Additional Details Qualified candidates for the above position must submit the following:
- Completed online application
- Resume that clearly demonstrates the above minimum qualifications. It is important that you include all experiences and education related to the position to which you are applying.
- Upload copies of all transcripts -undergraduate, graduate and all MSDE Certifications
- Must provide three (3) professional references to include: name, title, business address, e-mail address, and phone number
- All documentation/certification necessary (scanned copies accepted) to substantiate minimum qualifications must be uploaded into the application
- All documentation must be scanned and uploaded to application.
Benefits -- This position is eligible for benefits. To review the available options please see the information relevant to the union for this position by viewing the following link: Baltimore City Public Schools ( City Schools ) does not discriminate in its employment, programs, and activities based on race, ethnicity, color, ancestry, national origin, nationality, religion, sex, sexual orientation, gender, gender identity, gender expression, marital status, pregnancy or parenting status, family structure, ability (cognitive, social/emotional, and physical), veteran status, genetic information, age, immigration or citizenship status, socioeconomic status, language, or any other legally or constitutionally protected attributes or affiliations. Discrimination undermines our community's long-standing efforts to create, foster, and promote equity and inclusion for all. Some examples of discrimination include acts of hate, violence, harassment, bullying, or retaliation. For more information, see Baltimore City Board of School Commissioners Policies JBA (Nondiscrimination - Students), JBB (Sex-Based Discrimination - Students), JICK (Bullying, Harassment, or Intimidation of Students), ACA (Nondiscrimination - Employees and Third Parties), ACB (Sexual Harassment - Employees and Third Parties), ACD (ADA Reasonable Accommodations), and ADA (Equity), and the accompanying City Schools Administrative Regulations. City Schools also provides equal access to the Boy and Girl Scouts and other designated youth groups. Link to Full Nondiscrimination Notice. This position is affiliated with the PSRP bargaining unit. This position is affiliated with the City Retirement Plan.