Administrative Assistant, Division Director, Teaching and Learning Services

Description

JOB SUMMARY: Provide administrative assistance and overall administrative support to the Deputy Director and the Teaching and Learning Services (TLS) components. Maintains efficient communications, procedures and workflow for administration and management of the Division. Assist in the quality control of correspondence, Center-related forms, and reports of the Division. Exemplify leadership by modeling ESC-20's mission, vision and core beliefs.


POSITION REQUIREMENTS:

JOB KNOWLEDGE, SKILLS/ABILITIES

Knowledge
• High School Diploma or GED required; Bachelor's degree preferred.
• Three to five years of experience as an administrative assistant required.
• Comprehensive knowledge of principles of office management and experience in advanced administrative work.


Skills/Abilities
• Ability to demonstrate diplomacy and tact when dealing with internal and external clients in person and on the telephone.
• Typing, proofreading and writing proficiency required.
• Demonstrated exceptional verbal and written communication skills.
• Demonstrated exceptional organizational skills to plan work and prioritize required.
• Ability to demonstrate diplomacy and tact when dealing with internal and external clients in person and on the telephone.
• Knowledge of business grammar, punctuation, spelling and math.
• Demonstrated strong customer service orientation.
• Proficiency with standard functions within applications such as Microsoft 365/Google, (word processing, spreadsheets, presentation software), e-mail, web browsers, and databases.
• Proficiency with computers (PCs and/or MACs) to include file and desktop management and operations, and working in a cloud-based and/or networked environment.

• Exceptions to these requirements will be considered based on exemplary skills, training, and record of success.

PRODUCTS/OUTCOMES
• Provide administrative support to the Deputy Director and Component Directors of Teaching and Learning Services.
• Provide assistance and guidance to ensure Center Policies and Administrative Procedures are implemented appropriately by office managers.
• Produce error free and grammatically correct letters, memos, forms, agendas, fax and e-mail.
• Maintain and update TLS job descriptions, conferring with Human Resource Services (HRS) as needed.
• Maintain and update TLS work schedules on Intranet as received.
• Maintain and manage TLS Petty Cash.
• Collect data for the quarterly Standards and Indicators Report.
• Prepare weekly staff schedule of activities for the Deputy Director.
• Coordinate travel arrangements for Deputy Director and all other personnel assigned.
• Assist callers and visitors in clearly defining needs and direct them to the proper person for assistance.
• Stay abreast of changes to relevant ESC-20 policies, procedures, and personnel.
• Schedule weekly, monthly, and quarterly meetings (i.e., Component Reviews, Division Meetings, Staff Meetings, etc.); reserve rooms and send appointments to applicable staff.
• Maintain organizational charts for division and submit updates to the School Business and Administration Services (SBAS) Administrative Assistant.
• Prepare job offer letters for signature of the Deputy Director and Executive Director.
• Process correspondence and interoffice communications as instructed.
• Review and check all correspondence for accuracy in spelling and formatting prior to Deputy Director signing.
• Maintain a schedule of appointments and make arrangements for conferences and interviews.
• Make meeting room arrangements for conferences and meetings.
• Assist with the workload of other Administrative Assistants, Office Managers, and Office Assistants in their absence or when they have an overflow.
• Prepare agendas and provide refreshments for Division Meetings.
• Assist callers and visitors in clearly defining needs and direct them to the proper person for assistance.
• Prepare and review, requisitions, renewals, contracts, and supporting documents to ensure accuracy and for approval by Division Director.
• Maintain a Log of purchase orders.
• Coordinate travel for Deputy Director and all other personnel assigned.
• Assist with Center Events (e.g., preparation, setup, purchase orders, etc.).

INITIATIVE
• Demonstrate initiative, persistence, and a proactive approach to assigned responsibilities.
• Demonstrate the use of sound judgement and ingenuity in problem solving to meet the needs of the Center and clients served.
• Seek, participate, and engage in job-related learning and development experiences that provide professional growth.
• Remain current with industry standards, developments, and applicable laws/regulations; implement accordingly.
• Demonstrate flexibility and adaptability to new situations and assignments.
• Set challenging goals and reach a high standard of performance despite barriers encountered.
• Perform duties with awareness of broader organizational impact, ensuring actions and decisions support department and organizational success.
• Promote and support continuous improvement and organizational change.
• Work under minimal supervision.

COMMUNICATION/HUMAN RELATIONS
• Model the Principles of Public Service (Policy AD LOCAL).
• Communicate in a timely and effective manner and interact professionally.
• Build professional relationships with colleagues and clients, maintaining regular interaction to meet shared outcomes.
• Demonstrate self-confidence, professionalism, and a high level of customer service skills (e.g., courtesy, patience, diplomacy, etc.) at all times and, in particular, when under stressful or unprecedented situations while working with colleagues and clients.
• Demonstrate professional-level written and oral communication skills.
• Work collaboratively in a team setting.
• Keep supervisors informed.
• Regularly handle and maintain confidentiality of sensitive communications and information at all times.

SUPERVISION AND ORGANIZATION OF STAFF
• None.

BUDGET RESPONSIBILITY
• Be aware of and follow Center guidelines of allowable costs when recommending use of public funds for expenditures for supplies, equipment, and facilities in area of assignment.

PHYSICAL/MENTAL DEMANDS & ENVIRONMENTAL FACTORS
• Tools/Equipment Used: Standard office equipment including personal computer, peripherals, copy machine, phone, etc.
• Posture: Prolonged sitting; occasional standing, bending/stooping, pushing/pulling, and twisting.
• Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
• Lifting: Light lifting and carrying (less than 15 pounds); occasional heavy lifting/carrying (15-50 pounds).
• Environment: This role primarily operates in an in-person, dynamic office setting, characterized by frequent verbal communication, movement, and collaboration among team members (small to large in-person gatherings/meetings); exposure to low or intense illumination; exposure to office equipment noise; may work prolonged or irregular hours; and occasional travel.
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress.

ADDITIONAL REQUIREMENTS:
• Champion and model the Center's Mission, Vision, Core Values, and Service Standards.
• Function within the policies and procedures of ESC-20.
• Accept other responsibilities as assigned.
• Dress and groom appropriately for the ESC-20 work setting.
• Travel independently to fulfill responsibilities of the position.
• Maintain regular and reliable attendance, majority in-person/onsite.
• Work overtime as required on a scheduled or emergency basis.
• Serve at the will of the Executive Director.