Administrative Assistant to the Superintendent - 25006

New York City Department of Education; New York (NY); On-site; USD 40,000 - 80,000; Full time

Job summary

An established industry player seeks an Administrative Assistant to support the Superintendent in a dynamic educational environment. This role involves providing essential office support, managing communications with various stakeholders, and ensuring smooth operations within the Division of School Leadership. The ideal candidate will thrive in a fast-paced setting, demonstrating excellent organizational and interpersonal skills while effectively liaising with community members and school personnel. Join a team dedicated to enhancing educational experiences and fostering community engagement in the heart of New York City.

Qualifications

• High school diploma and 3 years of experience in community work required.
• Strong interpersonal and communication skills are essential.

Responsibilities

• Serve as liaison for the Superintendent to communities and parents.
• Create and maintain the Superintendent's calendar and schedule meetings.
• Manage office tasks such as data entry and recordkeeping.

Skills

Interpersonal Skills

Attention to Detail

Organizational Skills

Communication Skills

Strategic Thinking

Ability to Learn Quickly

Team Player

Data Entry Skills

Education

High School Graduation or Equivalent

Experience in Community Work

Tools

Microsoft Office Applications

FAMIS

Job description

Administrative Assistant to the Superintendent - 25006

Level: N/A

Division/Office: Division of School Leadership

Borough: Citywide

Posting End Date: 03/27/2025

Description:

Position Summary: Under supervision of the Superintendent, the Administrative Assistant provides general office support by implementing administrative systems, procedures, and policies, and, with latitude for independent initiative and judgment, performs responsible work in communication and coordination with community programs on behalf of the Superintendent. The Administrative Assistant also provides information, assistance, and appropriate referrals to the general public. Performs related work.

Reports to: Superintendent

Direct Reports: N/A

Key Relationships: The Administrative Assistant works closely with the Superintendent, community, district schools, district principals, the Superintendent’s Family Leadership Coordinator, and the central team of the Division of School Leadership (DSL), serving as a borough communication liaison on office concerns and operational requests to other Department of Education central and DSL field offices. Provides and improves community services by performing liaison functions and improving communication between City agencies, community organizations and groups, and the individuals they represent in overall student development.

Responsibilities:

• Serve as liaison for the Superintendent to communities and parents, working directly with the Superintendent to address urgent concerns.
• Support the Superintendent's communication with the rest of the team and follow up on the Superintendent's outreach to DSL leadership in the different schools' support area.
• Create and maintain the calendar of the Superintendent and office staff, including the schedule for hiring of office staff and principals, office meetings and Principals’ meetings, as well as scheduling and organizing meetings with school staff, parent leaders, elected officials, and other community stakeholders.
• Prepare all paperwork for Principal Performance Review (PPOs) visits, evaluations, and disciplinary actions, including completion, extension and denial of probation, and Superintendent-led OSI/OEO investigations.
• Communicate with schools, parents/guardians, other DOE central offices, City agencies, community organizations, and community representatives regarding Superintendent Initiatives and events.
• Schedule and organize meetings with various school, parent and community constituencies.
• Perform related office tasks in support of the community such as data entry, filing, recordkeeping, and word processing; address all telephone inquiries.
• Collect all timesheets and maintains the personnel files for the Superintendent’s staff members.
• Greet and interact with the public, directing visitors to the appropriate person or office.
• Perform other community-oriented duties as assigned by the Superintendent.
• Manage and process all purchasing for the district office and maintain the office inventory of all equipment and supplies.
• Coordinate and prepare mass mailings for the district office to community groups, parents and school personnel.

Qualification Requirements:

Minimum:

• High school graduation or equivalent and three years of experience in community work or community centered activities in an area related to duties described above; or
• Education and/or experience which is equivalent to “1” above.

Plus:

In addition to meeting the minimum requirements, individuals must have two additional years of the experience described in "1" above.

Preferred:

• Excellent interpersonal skills in working with education and non-education personnel internal and external to the DOE and ability to build relationships with diverse constituencies.
• Attentive to detail and well-organized.
• Ability to thrive in a fast-paced work environment with changing deadlines.
• Ability to learn quickly and responsive to feedback.
• Well-developed strategic-thinking and planning skills.
• Ability to proactively and strategically work and troubleshoot to meet short- and long-term Superintendent goals.
• Strong communication skills and ability to organize facts and present information and figures in a clear, concise, and logical manner.
• Highly motivated, self-directed team player with a history of success.
• Ability to accurately input, track, and document information in databases.
• Knowledge of DOE policy and procedures and the ability to interpret and apply policies effectively.
• Experience with procurement and familiar with DOE systems (FAMIS).
• Familiarity with Microsoft Office Applications, including Outlook, Word, and Excel.
• Ability to work effectively as part of a team.

Please include a resume and cover letter with your application.

NOTE: The filling of all positions is subject to budget availability and/or grant funding.

* New York City Residency is NOT Required *

We encourage all applicants from the New York City tri-state area to apply.

AN EQUAL OPPORTUNITY EMPLOYER

DOE Non-Discrimination Policy:
The Department of Education of the City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment upon any legally protected status or protected characteristic, including but not limited to an individual's actual or perceived sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, gender identity, veteran status, or pregnancy. For more information, please refer to the DOE Non-Discrimination Policy.

Public Service Loan Forgiveness:
As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education's website at https://studentaid.gov/pslf/.