Executive Assistant

Framingham Public Schools • Framingham, MA

7d

About The Position

The Executive Assistant supports the Department of Special Education by enhancing the educational experience for our students and staff, ensuring the smooth operation of the special education main office and programs. Key responsibilities include managing budgets, coordinating contracts, and providing essential administrative support to the Director of Special Education. In this role, the Executive Assistant plays a vital part in maintaining compliance with special education laws and regulations while fostering a positive and inclusive learning environment. 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. Framingham Public Schools (FPS) is committed to excellence for all students and to creating a workforce that reflects our community’s rich racial, linguistic, and cultural diversity. Guided by our mission to empower free-thinking, responsible citizens, we value inclusion, equity, and cultural responsiveness in all we do. FPS strives to provide a safe and welcoming environment where every student and staff member can thrive. We actively seek educators and staff who are committed to antiracism, social justice, and civic engagement. We strongly encourage applications from individuals with disabilities and from members of historically underrepresented groups. Framingham, Massachusetts, is a vibrant and diverse suburban community located 20 miles west of Boston, serving as a major hub in the MetroWest area. It successfully blends urban convenience with the comfort of New England neighborhoods, characterized by cultural diversity and a strong community spirit. A key asset is the Framingham Public School system, which is committed to equity, inclusion, and student success across its nine elementary schools, three middle schools, and Framingham High School. The district is recognized for its dual language programs, comprehensive special education services, and dedication to serving a diverse student population, preparing all learners for college and careers. Framingham is also home to Framingham State University and offers abundant outdoor opportunities, including Cushing Memorial Park and Callahan State Park. With its blend of educational resources, accessibility, and dynamic community life, Framingham is a welcoming place to live and grow.

Requirements

• Strong oral and written communication skills; ability to present information clearly and respond effectively to questions from students, staff, parents, and community members.
• Ability to read, analyze, and interpret professional literature, technical procedures, and governmental regulations.
• Sound reasoning and problem-solving skills to evaluate information, define problems, collect data, establish facts, draw valid conclusions, and recommend appropriate courses of action.
• Capacity to use professional literature, evidence-based research, and ongoing professional learning to inform instructional and practice decisions.
• Ability to establish and maintain positive, effective working relationships with students, families, colleagues, and the community.
• Strong organizational and time-management skills to work independently, prioritize tasks, and manage multiple projects.
• Commitment to performing all duties in compliance with district requirements, state and federal laws, and Framingham Public Schools policies.
• Demonstrated cultural proficiency and competence in working with students and families from diverse backgrounds.
• Ability to maintain confidentiality of sensitive information and student records.
• Professionalism and composure in responding to unpredictable or challenging situations.
• Proficiency in using technology and willingness to learn new tools; ability to operate a computer and utilize software, including Google Workspace for Education.
• Willingness to plan, coordinate, and participate in ongoing professional learning, coaching, and staff development.
• Experience in evaluating student skills, interpreting assessment data, and writing clear, concise reports.
• Strong collaborative, instructional, coaching, and leadership skills to support student programming.
• Ability to use data effectively to inform instructional decisions and improve student outcomes.
• Knowledge of specialized content areas, relevant laws, and educational procedures.
• Ability to plan and implement lessons that align with district and school goals.
• Proficiency in integrating instructional technology to enhance teaching and learning.
• A proactive, reflective, and solution-focused approach to supporting student growth and success.

Nice To Haves

• A bachelor’s Degree is 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 managing and maintaining an organized schedule to optimize time and appointment coordination.
• Assist the Director with budget projections.
• Responsible for operating expenses associated with all contracted services, tutoring, translation, interpreter services, independent evaluations, and professional development.
• Manage contracts and prepare documents and projections for City Contracts.
• Generate purchase orders and create Service Requests.
• Reconcile invoices and update the Office of Finance and Operations tracking systems.
• Act as liaison for all service providers and administrators.
• Manage grant expenditures for multiple annual and multi-year grants, including managing contracts, generating purchase orders, reconciling invoices, tracking expenditures, and generating reports for DESE expenditures related to proportionate share reporting.
• Assist the Director with preparing grant applications, amendments, and budgets.
• Work closely with the Assistant Director on Proportionate Share obligations for private schools within the City and for home-schooled students.
• Adhere to procurement requirements and provide financial updates to the Grant Manager.
• Process payroll for Special Education Central Office staff, staff who work districtwide, and staff working additional hours.
• Reconcile stipend, translation, interpreter, and tutoring billheads.
• Provide financials to the Medicaid coordinator for billable contracted service providers.
• Other reasonable duties as assigned by the Director.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level