Special Assistant (Chief Academic Officer)

Baltimore City Public Schools; Baltimore (MD); On-site; USD 99,000 - 169,000; Full time

Benefits offered by this job

Benefits eligible

City Retirement Plan

Job summary

Baltimore City Public Schools is seeking an experienced administrative leader to support the Chief Academic Officer and manage day-to-day operations of the Office of Academics.

You will supervise the executive assistants, establish workflow systems, coordinate cross-functional work, and lead high-priority projects to advance academic priorities. Strong communication, judgment, and budgeting skills are essential.

Qualifications

• Bachelor's degree is required.
• Three+ years of project management experience with timely deliverables.
• Three+ years of administrative experience in public education or related field.
• Three+ years of supervisory/people management experience.
• Excellent verbal and written communication, including presentations to diverse audiences.
• Ability to exercise independent judgment and analyze problems quickly.
• Experience in researching, presenting policies, and preparing complex reports.
• Ability to multi-task, prioritize, meet deadlines, and work under pressure with attention to detail.
• Strong interpersonal skills for effective teamwork.

Responsibilities

• Supervise Executive Administrative Assistants and administrative staff for the Office of Academics.
• Establish executive-office systems for prioritizing commitments and follow-up.
• Lead high-priority special projects and initiatives for the Chief Academic Officer.
• Coordinate cross-functional work across departments to support priorities.
• Prepare executive summaries, briefings, and Board materials.
• Provide analyses to support decision-making and policy development.
• Develop departmental budgets and monitor financial information.
• Coordinate staffing processes and recruitment with Human Capital.
• Respond to inquiries and provide status updates.
• Maintain confidential information and comply with policies.

Skills

Project management

Administrative experience

Supervisory experience

Communication skills

Independent judgment

Problem solving

Data presentation

Attention to detail

Team collaboration

Interpersonal skills

Education

Bachelor's degree

Tools

Excel

PowerPoint

Microsoft Office 365

Google Workspace

Power BI

Job description

Supports the Chief Academic Officer in monitoring and managing the day-to-day operations, priorities, and coordination of the Office of Academics. Ensures effective liaison, appropriate confidentiality, and coordination across academic and non-academic departments on matters related to administration, management, operations, strategic planning, and execution of Chief Academic Officer priorities.

Represents the Chief Academic Officer as assigned and provides leadership and direction to the administrative team, including direct supervision of Executive Administrative Assistants, and to special projects that may have an operational or organizational impact. Establishes systems for executive workflow, priority tracking, cross-functional follow-through, and decision support and provides direction and insight in the development of policy, organizational, operational, and financial analyses.

Essential Functions

• Provides direct supervision, leadership, coaching, development, performance management, and workload coordination for Executive Administrative Assistants and other assigned administrative staff supporting the Office of Academics; establishes clear standards for responsiveness, executive support, coverage, communication, document management, and customer service.
• Establishes and manages executive-office systems and routines for monitoring the Chief Academic Officer's priorities, commitments, decisions, action items, deadlines, and follow-up; ensures responsible owners are identified and elevates risks, delays, or matters requiring Chief Academic Officer attention.
• Leads and coordinates high-priority special projects and initiatives on behalf of the Chief Academic Officer, including developing project plans, identifying owners and milestones, monitoring dependencies and risks, coordinating stakeholders, and ensuring timely completion of deliverables.
• Coordinates cross-functional work across Office of Academics departments and with other City Schools offices to support execution of Chief Academic Officer priorities, resolve operational issues, and ensure timely communication and follow-through across teams.
• Prepares and coordinates executive summaries, briefings, correspondence, presentations, talking points, decision documents, Board and Cabinet materials, meeting materials, status reports, and other communications for the Chief Academic Officer; synthesizes complex information and identifies key decisions, risks, recommendations, and next steps.
• Evaluates needs and services, human capital requirements, feasibility and cost effectiveness, performance and accountability, and other aspects of division management and provides analyses and recommendations to support Chief Academic Officer decision-making.
• Develops departmental budget drafts, monitors budgetary and operational information, and supports compliance and resource planning using pertinent planning and implementation data.
• Serves as the Office of Academics staffing and selection-process coordinator, as assigned, partnering with Human Capital and hiring managers to support selection plans, timelines, interview logistics, required documentation, staffing actions and transfers, onboarding, and Requests to Hire in accordance with City Schools protocols.
• Responds to and coordinates resolution of inquiries, issues, and information requests from City Schools central office departments, schools, and the public on matters related to the Chief Academic Officer's area of responsibility; ensures appropriate routing, monitors responsiveness, and provides status reports as needed.
• Reviews management policies, procedures, organizational practices, and operational data and prepares reports, memoranda, analyses, and recommendations applicable to academic and non-academic services and programs.
• Assists in planning, organizing, and directing policy, organizational, and operational analyses on issues and concerns that impact City Schools operations and the effective functioning of the Office of Academics.
• Represents the Chief Academic Officer in meetings, conferences, committees, and cross-functional work as delegated; accurately communicates the Chief Academic Officer's direction, documents commitments and decisions, and escalates matters requiring Chief-level authority.
• Uses district-approved productivity, collaboration, project-management, and data-visualization tools, including Microsoft Office/Microsoft 365, Google Workspace, Power BI, and other systems as appropriate, to organize information, monitor priorities and deliverables, analyze data, and prepare executive reports, dashboards, and presentations.
• Utilizes resources appropriately to complete work efficiently; proactively communicates the status of work; anticipates the needs of the Chief Academic Officer and Office of Academics leadership; participates and contributes fully as a team member; and exercises sound judgment and decision-making skills to resolve or elevate sensitive matters.
• Maintains confidential and sensitive information.
• Performs and promotes all activities in compliance with equal employment and non-discrimination policies; follows federal and state laws, school board policies, administrative regulations, and professional standards.

Maximum Salary 168823.00

Minimum Salary 98972.00

Desired Qualifications

• Bachelor's degree required. Degree must be from an accredited college or institution.
• Three years or more of demonstrated project management experience required with successful, timely deliverables and positive outcomes.
• Three years of administrative experience in public education, education policy or related field required.
• Three or more years of supervisory experience/people management required.
• Exceptional verbal and written communication skills, including the ability to make effective presentations to diverse audiences and convey complicated information with tact and diplomacy.
• Ability to exercise independent judgment, work quickly to analyze problems and recommend workable solutions including the planning and implementation of those solutions.
• Skill in research, presenting, and explaining policies and procedures, assembling data, preparing complex reports, and formulating and presenting recommendations with all levels of management to facilitate change, implement strategy, and accomplish objectives.
• Ability to multi-task, prioritize changing assignments, and organize busy workload, meet deadlines, and work well under pressure, while exercising excellent attention to detail.
• Interpersonal skills that ensure effective team building and commitment to collaborative work.
• Proficient skill in the use of technical computer applications, including electronic databases, and Microsoft Office, including Excel and Power Point.

Full time or Part time Full time

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: http://www.baltimorecityschools.org

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.

This position is not affiliated with a bargaining union.

This position is affiliated with the City Retirment 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 ($98,972 - $138,185).