To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

GRPS MISSION: Our mission is to ensure that all students are educated, self-directed and productive members of society.

Executive Assistant/Project Coordinator to the Deputy Superintendent of PK-12 Leadership and Learning

Department: Learning and Teaching Department  

Unit: Support Non-Exempt

Salary: Grade 208 – Specific salary based on experience

JOB SUMMARY

To provide administrative support to the Deputy, thereby enhancing the ability of the office to provide quality services in an efficient, timely and professional manner. This position will also coordinate/execute various projects.  Under general direction, performs highly responsible, confidential, and complex administrative and project management assignments. Will act as a role model for other Executive Assistants with the utmost dependability, confidentiality, efficiency, exemplary customer service and professionalism, and alignment with District values.

ESSENTIAL JOB FUNCTIONS

Essential functions under the Americans with Disabilities Act may include any of the following duties, knowledge, and skills. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular on time and in person attendance is an essential function of this job. Other essential functions may include, but are not limited to the following:

• Answer telephone calls and respond to inquiries in an exceptionally courteous and professional manner to assist employees, parents, staff, and community, including issues of a sensitive or confidential nature. Summarize and prioritize phone, email, and other messages directing calls to the correct contact person within the district and determine appropriate course of action, referral, or response.
• Coordinates quality assurance measure of the Learning and Teaching Department
• Ability to interpret and translate facts and information, explain issues, and advise individuals of alternatives on appropriate courses of action.
• Maintain a working knowledge of the Deputy Superintendent’s responsibilities to effectively assist with completion of job tasks.
• Maintain Academic Achievement Committee (Board of Education) policies, agendas, rules, and related correspondence.
• Assist year-round in the Executive Director’s evaluation process, including responsibility for maintaining and organizing all electronic documents.
• Handle payroll for substitute administrators.
• Maintain consistent flexibility for early morning or late evening meetings.
• Perform administrative duties as requested such as maintaining the Deputy Superintendent’s calendar, scheduling meetings and conference calls, assisting with meetings as requested, preparing agendas, coordinating meetings, ordering lunches, preparing for presentations, etc., including diligently ensuring all necessary follow-up on meeting requests.
• Build and maintain positive working relationships with external partners and individuals.
• Prepare correspondence, letters, memos, forms, PowerPoint presentations, and other documents in proper form, ranging from simple to very complex while fully utilizing the technology available.
• Utilize the District’s business, human resources, and student data and information systems.
• Proofread all documents to ensure accuracy and professional appearance.
• Attend all meetings as requested, record and transcribe minutes.
• Maintain files in an orderly manner.  Keep filing up to date. Maintain a recordkeeping system compliant with all procedures, laws, and regulations.
• Exercise good and sound judgment in handling situations, under the ultimate direction of the Superintendent.
• Maintain work system to provide effective organization and quality work.
• Complete special projects by clarifying project objectives, setting timetables and schedules, conducting research, developing, and organizing information, communicating, and serving as project manager.
• Attend committee meetings, recording minutes, and performing follow-up tasks as necessary, including attendance at meetings assigned to co-Executive Assistant when necessary or requested.
• Promptly obtain Deputy Superintendent’s approval/signature for a wide variety of documents, including contracts, resignations, retirements, out-of-state travel for employees, out-of-state or overnight field trips forms, etc.
• Maintain/order office supplies.
• Other duties as assigned.

QUALIFICATIONS

Education and Experience:

• Minimum 3-5 years of relevant experience.
• A notary public or the ability to become one.
• Tech-savvy

Preferred Qualification:

• Bachelor’s degree
• Bilingual (Spanish)

Knowledge, Skills, and Abilities:

• Demonstrated knowledge of relevant laws, including Open Meetings Act.
• Demonstrated knowledge of processes and procedures.
• Demonstrated proficiency in Microsoft Office products.
• Demonstrated ability to collaborate with District staff.
• Demonstrated ability to understand the multiplicity of issues in a diverse District.
• Demonstrated cross-cultural competence and the ability to articulate, practice and embed into the work.

ADA REQUIREMENTS

The physical demands, work environment factors, and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS

The work is medium work which requires exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. While performing the duties of this job, the employee is required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, talk, hear (in a quiet or noisy environment). Specific vision abilities required by this job include close vision, distance vision and ability to adjust/focus.

WORK ENVIRONMENT

The noise level in the work environment is usually moderate. 

MENTAL FUNCTIONS

While performing the duties of this job, the employee is required to compare, analyze, communicate both orally and in writing, copy, coordinate, instruct, compute, synthesize, evaluate, use interpersonal skills, compile, and negotiate.

Non-Discrimination:  The Grand Rapids Public Schools will not discriminate against any person based on race, sex, sexual orientation, gender, gender identity and expression, height, weight, color, religion, national origin, age, marital status, pregnancy, disability, veteran, or military status.

Americans with Disabilities Act accommodations: Assistance with the application process may be requested through the Human Resources Department at (616) 819-2022 or humanresources@grps.org.