Executive Assistant of Programs and Services

Bucks County•Doylestown, PA

About The Position

The Executive Assistant of Programs and Services is responsible for performing a variety of duties designed to support the Assistant Executive Director as well as the needs of the Programs & Services Division. The Executive Assistant performs various confidential high level administrative and technical duties related to a variety of departmental functions and fosters a positive image of the Department and Bucks IU. This position regularly handles sensitive information, which requires exercising sound judgement in safeguarding the confidentiality of this information.

Requirements

High School Diploma required.
3-5 years’ minimum administrative experience
Superb time management and communication skills, both verbal and written.
Ability to oversee multiple projects independently.
Advanced computer competency in the areas of: Word processing, maintaining integrated databases, presentation software, and email.
Strong interpersonal, oral and written communication, grammar, punctuation, spelling, letter writing, and organizational skills.
Proficiency in accounting principles: Ability to maintain financial and budgetary records for multiple accounts.
Ability to work independently and make problem-solving decisions.
Citizenship or work authorization to work in the United States required.

Nice To Haves

Associate degree beneficial.

Responsibilities

Coordinates, organizes, compiles, and communicates information relevant to meetings with district administrators and administrative staff. These duties include managing attendance for meetings with Act 45 attendees and maintaining a master list of all advisory council meetings.
Communicates with various district and Intermediate Unit personnel, educational institutions, community agencies and Pennsylvania Department of Education representatives.
Assists the Assistant Executive Director and Programs and Services Division members in conducting Superintendent Searches, Board Retreats, and other District Leadership activities for various Bucks County School Districts.
Assists in organizing teams, data sheets, materials, and other information pertinent for the comprehensive Program Quality Review or Focused Inquiry process, while also compiling the final report for publication and distribution. Maintains a repository of materials to be used in the Program Quality Review process.
Develops and monitors contracts and agreements for various Programs and Services Division initiatives.
Prepares contracts and board motions for board meetings on a monthly basis, serving as the reviewer and primary point of contact for all board motions for the Programs and Services Division. Reviews and prepares all board motions for the six (6) administrators within the Programs and Services Division, also working directly with the relevant support staff members to ensure consistency in the process.
Works closely and communicates with the Board secretary to ensure all contracts are signed and returned in a timely manner.
Maintains financial records for all workshops, contractors, vendor partners, grants and budgetary funds, recording and posting revenues and expenditures. This task includes preparing yearly encumbrances, processing of monthly payments to contractors, and invoicing grantees and other organizations and vendors on a quarterly basis.
Develops spreadsheets and tracks the revenue from vendor partners, grants, and other revenue sources to ensure accurate reporting and posting.
Assists with planning, scheduling, reserving, preparing for and evaluating the Leadership Seminars for executive leaders within Bucks County.
Provides support to all meetings facilitated in the Programs and Services department, including the reserving of rooms, arranging of rooms, configuration of technology needs, ordering and overseeing food/refreshments, extending invitations and managing registration lists through the use of the event management system and EventHub registration system.
Develops and maintains database of Advisory Council membership of more than twenty advisory councils, updating the database periodically and confirming its accuracy on an annual basis.
Maintain email listservs for all Advisory Councils for regular communication with their members.
Answers and makes telephone calls, determining the nature of the caller’s request, responding to the caller’s need or referring them to the appropriate staff member.
Provides support as the lead secretary to the Programs and Services secretarial staff in the areas of contracts, board motions, grant accountability, and other information as needed.
Provides administrative support to the Programs and Services department members as assigned.
Commitment to compliance with all insurance, legal, health, and safety obligations.