Executive Administrative Specialist - Office of Communications

Detroit International; Detroit (MI); Sur place; USD 66 000 - 115 000; Plein temps

Avantages offerts par ce poste

Telecommuting eligible

Résumé du poste

Detroit Public Schools Community District seeks an Executive Administrative Specialist in the Office of Communications. You will provide high-level administrative and financial support to the Assistant Superintendent, manage calendars, budgets, and vendor payments, and lead workflow modernization to save time and improve accuracy.

You will train staff on automation tools, track milestones, prepare reports, and collaborate across departments to align with the district’s strategic plan and

Qualifications

• Associate degree required; bachelor's in related field preferred.
• 5+ years of executive-level admin experience, ideally in large orgs.
• Experience implementing workflow automation and AI tools.
• Budgeting, invoicing and expense tracking experience.
• Advanced MS Office skills, esp. Excel, Outlook, Teams, SharePoint.

Responsabilités

• Provide high-level admin support to the Assistant Superintendent of Communications.
• Manage calendars, meetings, travel, and briefing materials.
• Track budgets, process invoices, and coordinate vendor payments.
• Lead workflow modernization efforts and train staff on tools.
• Automate intake, routing, and status-tracking for requests.
• Develop project structures, timelines, and milestones.
• Maintain project trackers and dashboards with OKR tracking.
• Prepare meeting agendas and capture minutes; manage knowledge base.
• Coordinate vendor onboarding, contracts, and deliverables.
• Collaborate across the District to streamline processes.

Connaissances

Executive support

Budget tracking

Workflow automation

Project coordination

MS Office proficiency

Data privacy (FERPA)

Formation

Associate degree

Bachelor’s degree preferred

Outils

Microsoft Copilot

Power Automate

Microsoft Forms

SharePoint

Qualtrics

Description du poste

Job Title

Job Description

Job Title

Executive Administrative Specialist - Office of Communications

Position Title: Executive Administrative Specialist - Office of Communications

Location: Communications

Salary: $66,304 - $114,526

Reports to: Assistant Superintendent of Communications

Bargaining Unit: N/A

Benefits Eligible: Yes

Telecommuting Eligibility: Eligible for up to 20% telecommuting (one day per week)

Position Summary

As a key member of the DPSCD Communications team, the Executive Administrative Specialist provides executive-level administrative, clerical, and financial support to the Assistant Superintendent of Communications. This position modernizes how the Office of Communications operates by identifying opportunities to automate routine work, implementing and managing approved workflow tools, training staff on the use of those tools, and ensuring alignment with District policies and procedures. The Executive Administrative Assistant Specialist also manages department projects, budgets, and trackers, keeping initiatives on schedule and aligned with the District's strategic plan and its commitment to students, families, staff, and community partners.

Minimum Qualifications

• Associate's degree required; bachelor's degree in business administration, information systems, communications, or a related field preferred.
• Minimum of five (5) years of executive-level administrative experience supporting senior leadership, preferably in K-12 education, public sector, or a large organization.
• Demonstrated experience implementing workflow automation and AI tools (e.g., Microsoft Copilot, Power Automate, Microsoft Forms, SharePoint, Qualtrics, generative AI assistants) to improve team efficiency.
• Project coordination experience, including building work plans, tracking milestones, and reporting progress; CAPM, PMP, or equivalent certification preferred.
• Experience with departmental budgets, purchase requisitions, invoicing, and expense tracking.
• Advanced proficiency in Microsoft Office Suite, especially Excel (formulas, pivot tables, dashboards), Outlook (mail merge), Teams, and SharePoint.
• Working knowledge of data privacy requirements, including FERPA, and responsible-use practices for electronic tools handling District information.
• Ability to handle confidential information with discretion and professionalism.
• Ability to handle a wide variety of responsibilities at once in a very hands-on manner, with excellent attention to detail and consistent high quality of output.
• Key skills include: calendar and meeting management, process mapping, training, strong written and verbal communication, cross-functional collaboration, and vendor coordination.

Essential Functions

• Executive support. Provide high-level administrative support to the Assistant Superintendent of Communications, including calendar management, meeting coordination, correspondence, travel, and preparation of briefing materials and presentations.
• Clerical and office operations. Manage department records, filing systems, shared drives, supply ordering, and office logistics; serve as the first point of contact for internal and external requests to the Office of Communications.
• Finance and budget management. Track the Communications budget, prepare purchase requisitions, process invoices and vendor payments, reconcile expenses, and report budget status; coordinate with the payroll/requisition approver and Finance.
• Serve as the department's workflow modernization lead. Identify repetitive department processes and coordinate with Information Technology to design, implement, and maintain automated workflows and solutions that save staff time and improve accuracy. Train staff on the workflow modernization tools and ensure they maintain compliance with District policies.
• Automate intake and ticketing. Use existing district tools and/or build and maintain automated intake, routing, and status-tracking for communications requests and good news submissions, supporting timely request closure.
• Project coordination. Develop project structures, timelines, and work plans for department initiatives; track milestones, dependencies, and deliverables; facilitate status meetings and elevate risks.
• Trackers and reporting. Build and maintain the department's project trackers and dashboards, including objectives and key results (OKR) tracking, and prepare progress reports for BOY, MOY, and EOY reviews.
• Measure efficiency gains. Track time saved, turnaround times, and other performance measures; recommend continuous improvements.
• Meeting and knowledge management. Prepare agendas, capture minutes and action items, contribute to District knowledge management efforts (e.g. The Hub), and maintain a searchable knowledge base of internal department processes, templates, and decisions.
• Vendor and contract coordination. Coordinate vendor onboarding, contracts, payment, and deliverable tracking for department contractors and service providers.
• Collaborate across the District. Work with departments and schools to streamline communications requests and shared processes.
• Other duties. Perform other duties as assigned by the Assistant Superintendent of Communications.

Security Clearance

Internal Applicants

If you are a current Detroit Public Schools Community District employee, you do not have to submit to a new security clearance, unless your new role requires a different type of criminal background check.

External Applicants

In alignment with Michigan law, if you are hired to fill a position, you will be required to submit to a Detroit Public Schools Community District criminal background check. Information regarding required background checks will be shared at point of hire.