Administrative Specialist to Assistant Superintendents

Osseo Ind School District 279•Maple Grove, MN

7d•Onsite

About The Position

To inspire and prepare all students with the confidence, courage, and competence to achieve their dreams, contribute to their community, and engage in a lifetime of learning by providing administrative and assistance to the Assistant Superintendents and the Division of Leadership, Teaching, and Learning (DLTL). The Administrative Specialist supports the Assistant Superintendents and the Division of Leadership, Teaching, and Learning (DLTL) by providing executive-level administrative and operational support, coordinating division initiatives, and managing complex projects and priorities. The Administrative Specialist prepares correspondence, reports, presentations, agendas, meeting materials, and other documents; coordinates meetings, events, and system-wide activities; and serves as a liaison with district leaders, departments, schools, and external partners. The Administrative Specialist independently researches issues, develops recommendations, drafts solutions, and advances work while exercising a high degree of judgment, discretion, and initiative. This position anticipates needs, initiates action, manages multiple competing priorities, and supports the implementation of division goals and district initiatives. The Administrative Specialist plays a key role in promoting organizational effectiveness, continuous improvement, and successful execution of division priorities. This position requires a high level of confidentiality, independent judgment, professional diplomacy, and discretion.

Requirements

Associate's degree in Business Administration, Public Administration, Communications, Education, or a related field; Bachelor's degree preferred.
Five (5) or more years of progressively responsible executive support, project coordination, operations, or administrative leadership experience.
Knowledge of executive-level administrative support practices and professional business communications.
Ability to serve as a strategic partner and proxy for executive leadership on assigned projects and initiatives.
Ability to anticipate needs, determine priorities, and take appropriate action with limited direction.
Strong project management, organizational, and problem-solving skills.
Ability to coordinate work across departments, sites, and stakeholder groups.
Demonstrated ability to prepare high-quality drafts, recommendations, reports, and executive materials requiring minimal revision.
Ability to provide work direction, coordinate the activities of others, and ensure follow-through on priorities and deadlines.
Knowledge of records management, confidentiality requirements, and data privacy regulations.
Ability to identify process improvements and implement effective solutions.
Strong analytical skills and attention to detail.
Knowledge and understanding of equity, inclusion, and culturally responsive practices.
Advanced computer skills, including Microsoft Office, Google Workspace, and electronic information management systems.
Exceptional interpersonal communication skills including high quality customer service.

Nice To Haves

Bachelor's degree in a related field.
Experience supporting executive-level leaders in a school district, public sector, or similarly complex organization.
Experience providing lead work direction or coordinating the work of administrative support staff.
Experience managing cross-functional initiatives and organizational projects.
Knowledge of school district operations, budgeting processes, and compliance requirements.

Responsibilities

Provide work direction, guidance, and coordination to Office and Administrative Professional (OAP) staff supporting Assistant Superintendents and department leadership.
Coordinate and align administrative processes, priorities, timelines, and communication across multiple leaders, departments, and sites.
Serve as the first point of contact and a resource for OAP staff regarding Assistant Superintendent support practices, procedures, and operational processes.
Support onboarding and training of administrative support staff as needed.
Function as an extension of the Assistant Superintendents by independently coordinating work, monitoring priorities, and ensuring timely follow-through.
Independently manage complex executive calendars, competing priorities and deadlines, and leadership commitments while exercising sound judgment regarding scheduling decisions and organizational priorities.
Collaborate with leaders throughout the organization to advance priorities and deadlines.
Anticipate executive needs, identify potential conflicts or barriers, and proactively implement solutions with minimal direction.
Monitor executive commitments and ensure timely follow-up on critical actions and deliverables.
Plan meeting objectives, develop agendas, coordinate contributors, and manage meeting materials and logistics.
Track follow-up items and ensure completion of assigned actions.
Draft, edit, and coordinate executive communications, reports, presentations, and correspondence for leadership review and approval.
Track action items, requests, and follow-up activities to ensure completion.
Coordinate communication and information sharing across sites, departments, and stakeholders.
Exercise discretion when handling highly sensitive and confidential information.
Lead assigned projects and initiatives from planning through implementation with considerable independence.
Develop and maintain project timelines, milestones, deliverables, and tracking systems with minimal oversight.
Coordinate stakeholders, monitor progress, identify barriers, and facilitate resolution of challenges.
Identify issues, evaluate options, and develop recommended solutions for leadership review and decision-making.
Advance projects proactively without waiting for direction on routine matters.
Present completed drafts, recommendations, implementation plans, and status updates to Assistant Superintendents.
Support development and implementation of administrative and operational processes in partnership with other departments.
Monitor budget activity, expenditures, adjustments, and outstanding financial items; maintain tracking tools and compile financial information for leadership review.
Support purchasing, contract coordination, and business services functions.
Monitor P-Card reconciliation, compliance requirements, and corrective action follow-up.
Identify process gaps and opportunities for increased efficiency and effectiveness; support implementation of improvements.
Develop and maintain workflows, forms, dashboards, project trackers, databases, records, timelines, and reporting tools that support division operations.
Organize and analyze information to support leadership decision-making, operational planning, and organizational awareness.
Ensure compliance with data privacy requirements and records management standards.
Support emergency response coordination and executive information gathering as needed.
Coordinate communications related to division initiatives and operational matters.
Support the effective functioning of Assistant Superintendent and DLTL Operations activities.
Perform other comparable professional duties and special assignments as directed.