SCHOOL/DEPARTMENT: Academics Office
LOCATION: 797 Westminster St, Providence RI 02903
HOURS: Monday-Friday 8:30AM-4:30PM
Group 7 12 Month 1339 Union Position
The Executive Assistant to Academics - Secondary provides high-level administrative and project management support to administrators of the Office of Teaching and Learning. The position assists the Principal Supervisors in coordinating departmental operations, managing projects, and supporting office functions.
The role requires strong organizational, communication, and administrative skills, as well as a thorough understanding of district policies and procedures related to Teaching & Learning
services.
Work is performed under the general direction of the Principal Supervisors with the opportunity to exercise independent judgment in managing priorities and completing assigned tasks. Work products are reviewed for accuracy, completeness, and alignment with established policies and procedures.
REPORTS TO: Chief of Schools
**Contingent upon funding**
EDUCATION REQUIREMENTS:
- High School Diploma or GED Diploma required
- College degree from an accredited educational institution preferred
- Must have passed the appropriate clerical test
MINIMUM QUALIFICATION STANDARDS:
- Highly proficient in use of the following computer based applications:
- Microsoft (Word, PowerPoint, Excel)
- Google Drive
- Skyward
- Lawson
- PowerSchool
- Proven office management, administrative or assistant experience
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills
- Excellent administrative supports skills, including typing, word processing, filing and records maintenance
- Bilingual candidate preferred (Spanish)
DESCRIPTION OF DUTIES & RESPONSIBILITIES:
This position is responsible for all clerical functions of the office of Teaching & Learning. Each Executive Assistant to Academics will be assigned to support a specific subdepartment and receive direction from the appropriate Principal Supervisor(s).
Secondary
- Oversee and maintain Secondary Schools office efficiency by planning and implementing office systems, layouts, and equipment procurement in conjunction with IT Department, as well as through the development and implementation of office policies and procedures
- Monitor all Secondary Schools projects; provide updates to Principal Supervisors and Secondary School leaders
- Maintain calendar and provide clerical support for Secondary Schools Office’s leaders
- Serve as the primary point of contact for Secondary Schools Office communication including, phone calls, emails, and creating of virtual meetings; using sound judgment and discretion in responding to and routing of messages as well as maintaining supervisor calendars
- Research data for preparation of reports, presentations and requisitions.
- Serve as backup for other Executive Assistants to Academics.
- Prepare Secondary Schools related principal communication items and related information
- Manage scheduling of School Board Agenda items
- Create and process supply requisitions, including supporting district secondary schools as needed. Maintain record of purchase orders, copies received, packing slips, direct payment information.
- Manage Secondary Schools Office materials and supplies
- Manage payroll, timesheets and associated data for the Secondary Schools Office including leave forms and vacation requests.
- Assist with scheduling of staff interviews and processing of requests to hire.
- Support with processing of monthly mileage reports, direct payment reimbursements and travel vouchers. Manage ledger activity, spreadsheets and updating, logging and distribution of budget reports.
- Maintain up-to-date filing system: Staff directory, phone listing, student recall listings, waiting lists, weekly, monthly, quarterly, annual reports, School Board Agendas.
- Greet and assist all visitors in a positive manner.
- Works under the general supervision of a superior with some latitude for the exercise of independent judgment; work is reviewed usually upon completion for conformity to established policies, rules, regulations and procedures.
- Individual tasks, if at all varied, are assigned in detail and specific instructions are given as to the manner of performance; work is carefully checked by supervisor both in process and in final form for completeness and accuracy.
- Provide general administrative support to department project leads as needed.
- Other duties as assigned by Principal Supervisors.
EEO Statement
Providence Public Schools is an equal opportunity/affirmative action employer that is actively seeking to increase minority recruitment among its administrators and teaching staff. PSD does not discriminate on the basis of race, age, sex, religion, sexual orientation, gender identity or expression, national origin, color, disability or veteran status. All programs are open to all individuals, regardless of their race, age, sex, religion, sexual orientation, gender identity or expression, national origin, color, disability or veteran status.
Notice of E-Verify Participation and Right to Work
Providence Public School District participates in E-Verify. Federal law requires all participating employers to verify the identity and employment eligibility of all persons hired to work in the United States. Please review the following posters for more information: