Administrative Assistant I (Office of New Initiatives)

Baltimore City Public Schools; Baltimore (MD); On-site; USD 66,000 - 101,000; Full time

Job summary

Baltimore City Public Schools is seeking an Administrative Assistant I in the Office of New Initiatives to provide high-level admin support to the Senior Executive Director. The role involves confidential work, calendar and travel planning, budget monitoring, and coordinating communications with internal and external stakeholders.

The position requires discretion, independent judgment, and knowledge of district policies and processes to effectively advance department objectives and strategic

Qualifications

• Bachelor's degree from an accredited college or institution.
• One year of experience providing administrative support to a department head or manager.
• Additional administrative support experience may substitute on a year-for-year basis for the education requirement.
• Knowledge of administrative analysis principles and practices.
• Excellent written and oral communication skills.

Responsibilities

• Manages administrative and clerical functions for the Office of New Initiatives.
• Coordinate the Senior Executive Director's calendar, meetings, travel and events.
• Prepare and format presentations and related materials.
• Draft correspondence, prepare reports, and monitor program activities for compliance.
• Develop and oversee administrative manuals and electronic filing systems.
• Monitor and assist with departmental budgets and expenditures.
• Screen inquiries and handle confidential information appropriately.
• Represent the Senior Executive Director at meetings when required.

Skills

Administrative support

Calendar management

Travel arrangements

Event logistics

Communication

Budget monitoring

Policy knowledge

Education

Bachelor's degree

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

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The Administrative Assistant I in the Office of New Initiatives (ONI) provides high-level administrative and confidential secretarial support to the Senior Executive Director and the department. This position plays a critical role in managing day-to-day operations, supporting strategic priorities, and facilitating internal and external communications. The role requires discretion, independent judgment, and a solid understanding of department objectives, school district policies, operational processes, and action in regularly handling highly complex and confidential matters.

Essential Functions

• Manages administrative and clerical functions for the Office of New Initiatives.
• Coordinate and manage the Senior Executive Director's calendar, meeting preparation, travel arrangements, and event logistics.
• Works collaboratively with team regarding completion of assignments from the Senior Executive Director.
• Manages the schedule of the Senior Executive Director and ensures their preparation for meetings and events.
• Assists in developing and monitoring departmental budgets.
• Screens and handles requests and inquiries as deemed appropriate. Processes sensitive and confidential information. Receives and directs inquiries to appropriate staff.
• Examines, recommends, and implements policies and procedures.
• Represents the Senior Executive Director at meetings, presenting and discussing administrative matters as directed.
• Monitors program activities to ensure compliance with Federal, State and City affirmative action requirements.
• Composes and drafts correspondence, researches and prepares reports.
• Prepares and formats presentations and related materials.
• Drafts and/or prepares reports, statements, tables, forms and other documents from corrected copy, rough draft or instructions.
• Monitors the status/action of CEO cabinet delegated assignments and/or tasks.
• Develops and oversees the maintenance of administrative manuals, guides, and electronic filing systems.
• Orders necessary equipment and materials and monitors annual purchases for control of supply costs.
• Demonstrates interpersonal skills that ensure effective teambuilding and understanding of the team process.

Maximum Salary

100552.00

Minimum Salary

65810.00

Desired Qualifications

• Bachelor's degree. Degree must be from an accredited college or institution.
• One year of experience providing administrative support to a department head or 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.
• Must be able to pass a Typing Assessment, Microsoft Word, PowerPoint and Excel exam.
• Skill in planning and coordinating administrative and/or clerical functions.
• Skills in setting work priorities and assigning work.
• Skill 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, compiles, analyze data, assemble information and prepare reports.
• Ability to interpret the administrative policies and procedures of 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 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.

For inquiries regarding the nondiscrimination policies, please contact the Equal Employment Opportunity Manager, 200 E. North Avenue, Room 208, Baltimore, MD 21202; 410-396-8542 (phone); (fax).

This position is affiliated with the Paraprofessionals and School Related Personnel (PSRP) bargaining unit.

This position is affiliated with the City Retirement Plan.

In accordance with Maryland law, City School is required to share the position salary ranges in its entirety. Please note, this is not the hiring range. The hiring range for this position is ($65,810 - $81,683).