Administrative Executive Assistant - High School

Newton Public Schools•Newton, MA

About The Position

The Administrative Executive Assistant provides comprehensive administrative support to the High School Principal and supervises and coordinates the office of a large high school. Under the Principal’s broad supervision, the role performs and oversees complex secretarial and administrative work requiring initiative and independent judgment in applying established policies, procedures, and methods. The position supports the wider school community, including staffing, curriculum and instruction, budget and finance, and support services. Other related work may be required.

Requirements

Associate degree.
Five or more years of administrative office experience, preferably in a public school system, or an equivalent combination of education, training, and experience.
Thorough knowledge of office procedures, practices, and terminology.
Knowledge of school department and city department policies and procedures, and a thorough understanding of education systems.
Familiarity with accounting principles and procedures.
Knowledge of computer software applications and intermediate to advanced skill with word processing, database, spreadsheet, and other software as required.
Ability to operate a personal computer and standard office equipment.
Ability to deal effectively and tactfully with staff, students, and the public; compose correspondence; and communicate effectively in writing and orally.
Ability to recognize and resolve problems with minimal intervention, interpret and implement oral and written instructions, and prioritize and complete multiple tasks amid frequent interruptions.
Analytical ability, accuracy, and attention to detail.
Ability to collaborate in a team environment and diffuse difficult situations to support effective problem solving.
Ability to manage complex confidential information in support of the Principal.
Excellent customer service and interpersonal skills and strong organizational skills.
Experience with project management software such as Asana or Trello.

Nice To Haves

Bachelor’s degree.
Administrative office experience in a public school system.

Responsibilities

Manage the Principal’s calendar and correspondence, and facilitate meetings.
Answer questions in person and by telephone, provide information about school system policies and procedures, refer individuals to appropriate resources, and respond tactfully to citizen complaints.
Oversee personnel matters for the High School, which has up to 400 employees.
Prepare hiring requisitions, process assignment changes, payroll, and attendance, and prepare requisitions for teachers’ aides and instructional support staff, campus aides, and reappointment letters for non-PTS teachers.
Handle confidential staff problems and student issues discreetly and professionally.
Create and maintain personnel files, reports, and staff databases.
Assist in hiring office support staff and train, coach, and mentor approximately 14–20 clerical staff.
Oversee completion of office assignments and manage workflow, including assigning or reassigning support staff to cover absences, emergencies, or changes in workload.
Maintain attendance records and provide coverage as needed.
Develop systems to improve school and office effectiveness and efficiency.
Research policies, guidelines, historical and current data, and information about laws relevant to the school’s work.
Prepare and communicate information, reports, and forms to other schools and appropriate Ed Center offices.
Coordinate and organize major high school events and projects, including award functions and graduation.
Oversee the development and accurate completion of data requests and reports.
Process CORI and SORI applications.
Serve on the Safety Team and other committees at the Principal’s discretion.
Take notes at administrator meetings, including weekly Administrative Team and Department Head meetings.
Assist with administrative tasks and processes related to graduation.
Perform similar or related work as required.