Administration Coordinator-Superintendent’s Office

Title: Administration Coordinator-Superintendent’s Office

Department: Superintendent’s Office

Group: Individual Contract – Based on Professional Employee’s Group

Reports to: Superintendent of Schools

DBM Classification & Pay Grade: C43/Grade 14

Salary Range: $61,235 - $85,128

FTE: 1.00/40 hours per week/12-Months

Prepared Date: August 2023

SUMMARY OF RESPONSIBILITIES

The Administration Coordinator is responsible for providing specialized professional support to the Superintendent and the School Board. Under the direction of the Superintendent, the Administration Coordinator is responsible for providing high-level, confidential, and administrative support functions for the Superintendent and the School Board. Duties and responsibilities of the position include assisting in the development and assembly of Board meeting agendas and Superintendent meeting agendas, attending all board meetings, taking and publishing minutes and resolutions; screening calls and visitors; managing the Superintendent’s calendar; and assisting in resolving and addressing routine issues and problems not requiring the attention of the Superintendent; providing coordination and assistance in scheduling workshops, making travel arrangements, or arrangements for meetings and events; and for maintaining and organizing the records and files within the Superintendent’s Office. As a Superintendent’s leadership team member, the Administration Coordinator works directly with district leaders, faculty, and staff to advance cross-functional projects and administrative responsibilities.

This classification differs from other positions assigned to the Administrative Assistant classification series in that the requirements of the job involve extensive knowledge of District administrative policies, school functions, operations, and election activities, and considerable tact and discretion in dealings with District personnel, the public, and elected officials concerning matters of confidentiality, data privacy, board, and parliamentary procedures.

DUTIES AND RESPONSIBILITIES

Administrative Support to the Superintendent

• Maintain a holistic understanding of the District’s mission and core values and the Superintendent’s expectations.
• Manage the interface between SLP Schools and internal and external stakeholders; represent the Superintendent and manage complex issues with government officials, business executives, attorneys, educators, and community members.
• Act as a liaison between the Superintendent and the School Board as well as between administrators and employees in the District.
• Anticipate associated needs of the Superintendent while seeking clarification in a timely fashion to ensure proper planning and smooth execution.
• Provides administrative support including but not limited to managing the Superintendent’s calendar, file management, screening and directing phone calls, editing and composing correspondence, etc.

School Board

• Attend all Board meetings and prepare minutes for School Board Meetings.
• Collaborate and work closely with the Superintendent in developing, assembling, and distributing board meeting agendas, meeting packets, meeting notices, and the like.
• Maintain and update School District policies and procedures. Review policies and related procedures in relation to state/federal mandates and recommend policy reviews to Superintendent/Board.
• Provides administrative support to School Board members as requested.

Coordination of Special Projects

• Provide project management updates as scheduled.
• Support in the planning, scheduling, and coordinating project activities to meet deadlines.
• Convene project teams as requested by the Superintendent.

KNOWLEDGE, SKILLS & ABILITIES

• School District organization, programs, and operational practices.
• District and Board procedures and policies.
• Skilled in effective communication on interpersonal and group levels.
• Office organization records retention and records management principles and practices.
• Proficient knowledge and execution of office principles and practices of office administration and organization, computers, and related software.
• Using, applying, and performing word processing, database maintenance, web maintenance, spreadsheet creation, and use of presentational, graphic programs, or other office productivity software.
• Coordinating, planning, and organizing activities for board meetings, Superintendent meetings, etc.
• High level of customer service and human relations skills in assisting, screening, handling, and dealing with informational requests of both district staff and the public.
• High-level project management skills include organizing, making arrangements for, and carrying out departmental projects while coordinating events and activities with minimal direction per established management, departmental operations, and work methods.
• Data privacy, open meeting laws, and parliamentary procedures.
• Familiarity with office equipment, computers, and general office productivity software (i.e., word processing, spreadsheet, presentational software, email programs, etc.)
• Applying judgment, discretion, and initiative in addressing job functions in accordance with policies, procedures, and rules of the district and administrator directives.

PHYSICAL DEMANDS

• The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; talk; and hear. The employee is occasionally required to stand; walk; reach with hands and arms; and lift and/or move up to 10 pounds. Specific vision abilities required by this job include close and the ability to adjust focus.

WORK ENVIRONMENT

• The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually quiet.

EDUCATION and/or EXPERIENCE

• Requires Associate’s Degree, Office Administration, Office Management, or related Area. Minimum of five (5) years of directly related experience performing administrative and executive support experience.