Administrative Assistant to the Superintendent, OFDC - 26420

NYC Public Schools; New York (NY); On-site; USD 51,000 - 55,000; Full time

Job summary

NYC Public Schools Administrative Assistant position involves general office support for the Superintendent and coordination with community programs and district leadership.

The role emphasizes liaison work with communities and parents, calendar management, and preparation of performance review and procurement-related tasks to support the central office.

Qualifications

• High school diploma or equivalent with 3 years of related experience.
• Experience with procurement and NYCPS systems (FAMIS).
• Knowledge of NYCPS policy and procedures and ability to interpret and apply policies.

Responsibilities

• Serve as liaison for the Superintendent to communities and parents.
• Support the Superintendent's communication with the team and OFDC leadership in schools.
• Create and maintain the calendar for the Superintendent and staff, including hiring and meetings.
• Prepare paperwork for Principal Performance Reviews and related investigations.
• Communicate with schools, parents/guardians, NYCPS central offices and community organizations.
• Schedule and organize meetings with school, parent, and community constituencies.
• Perform data entry, filing, recordkeeping, and word processing; address calls.
• Collect timesheets and maintain personnel files for staff.
• Greet the public and direct visitors appropriately.
• Manage purchasing for the district office and inventory of equipment.
• Coordinate mass mailings to community groups and stakeholders.

Skills

Excellent interpersonal skills

Attentive to detail

Organized

Learn quickly

Strategic thinking

Team player

Strong communication

Self directed

Data entry

Policy interpretation

Procurement experience

FAMIS familiarity

Microsoft Office 365

Education

High school diploma or equivalent

Tools

FAMIS

Microsoft Office 365

Job description

Position Summary

Under the 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 Office of the First Deputy Chancellor (OFDC), serving as a borough communication liaison on office concerns and operational requests to other New York City Public Schools (NYCPS) central and (OFDC) 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 OFDC 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 NYCPS 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 maintain 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.

Preferred

• Excellent interpersonal skills in working with education and non-education personnel internal and external to the NYCPS 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 NYCPS policy and procedures and the ability to interpret and apply policies effectively.
• Experience with procurement and familiar with NYCPS systems (FAMIS).
• Familiarity with Microsoft Office 365 applications.
• Ability to work effectively as part of a team.

Salary

$51,094 - $55,000

(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.)

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

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.

REQUESTING AN ACCOMMODATION - APPLICANTS

Any prospective employee (applicant) who is a qualified individual with a disability may request a reasonable accommodation to assist in the application process. If an applicant for employment believes that they have a qualifying disability and are in need of a reasonable accommodation in order to participate in the application process on an equal basis as applicants who do not have a disability, they should request an accommodation with their interview team or contact ODA by emailing [e-mail]. The determination of the accommodation request will be communicated to the applicant in writing.

https://infohub.nyced.org/docs/default-source/doe-employees-only/personnel-memorandum-6-2024-2025---accommodations.pdf

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/.