Administrative Specialist

Framingham Public Schools•Framingham, MA

About The Position

The Administrative Specialist is responsible for providing comprehensive day-to-day administrative support to ensure the efficient operation of assigned departments and schools. This role focuses on maintaining effective systems and processes, assisting with planning and organization, and providing high-quality customer service to students, families, and staff. The Administrative Specialist serves as a primary point of contact, ensuring that stakeholders have the necessary information for a successful experience within the district. Success in this role requires strong attention to detail, adaptability, and collaborative communication skills to ensure the office runs smoothly and effectively. This commitment aligns with Framingham Public Schools’ high expectations for achievement, equal access to quality instruction, academic proficiency for all students, and closing the achievement gap among subgroups within the schools.

Requirements

Strong oral and written communication skills; ability to present information clearly and respond effectively to questions from district staff, school administrators, the School Committee, and the broader community.
Sound reasoning and problem-solving skills to evaluate district-wide information, define problems, collect data, establish facts, draw valid conclusions, and recommend appropriate policies, procedures, or courses of action.
Capacity to read, analyze, and interpret professional literature, technical procedures, and governmental regulations to inform district-level policies, operational decisions, and strategic planning.
Ability to establish and maintain positive, effective cross-departmental working relationships with school leaders, district staff, community partners, and vendors.
Demonstrated cultural proficiency and competence in fostering an equitable and inclusive district environment for all staff, students, and families.
Maintain regular, predictable, and punctual attendance to ensure consistent district operations.
Exhibit professionalism and composure in responding to unpredictable or high-stakes situations, maintaining a proactive and solution-focused approach.
Strong organizational and project-management skills to work independently, prioritize district-level initiatives, and manage multiple complex projects simultaneously.
Ability to use complex data sets effectively to inform resource allocation, policy development, and continuous improvement efforts across the district.
Proficiency in using technology and enterprise software; ability to operate a computer and utilize systems relevant to district operations (e.g., Google Workspace, HR/Finance platforms, or Student Information Systems).
Commitment to performing all duties in compliance with state and federal laws, Framingham Public Schools policies, and collective bargaining agreements.
Ability to maintain strict confidentiality of sensitive personnel, legal, financial, and student information.

Nice To Haves

A Bachelor’s Degree from an accredited college or university preferred.
Previous experience in office management, administrative support, or program coordination preferred.
Bilingual proficiency in Spanish and/or Portuguese is strongly preferred.

Responsibilities

Serve as the primary point of contact across all communication channels, managing inquiries and messages to ensure prompt, professional responses.
Handle calls, emails, messages, and daily requests efficiently, maintaining professionalism at all times.
Attend meetings as required by the Director and record detailed notes for accurate documentation.
Prepare and distribute meeting agendas, minutes, and supporting materials, including conducting research as necessary.
Provide administrative support to the Director by maintaining an organized schedule to optimize time and coordinate appointments.
Secure meeting locations and obtain necessary building permits for department events.
Coordinate the logistical setup for events, including the arrangement of tables, specialized equipment, and space configurations.
Maintain family communication, including website, newsletters and information.
Manage the end-to-end purchasing process, including soliciting quotes, creating purchase orders, and reconciling invoices for final payment submission.
Support the Human Resources Office by facilitating background check processes for volunteers, vendors, and contractors, including the direct verification of applicant identities and documentation.
Process and maintain all incoming and outgoing special education paperwork, including referral packets, evaluations, IEPs, and meeting notices.
Ensure all documents are uploaded, stored, and organized in the student information system.
Track timelines and due dates for evaluations, IEPs, re-evaluations, and annual reviews to support compliance.
Prepare, format, and distribute N1 forms, IEPs, progress reports, and meeting invitations.
Assist with audit preparation and documentation requests from DESE or legal counsel.
Other reasonable duties as assigned by the Director of Special Education.