Administrative Assistant to the Superintendent

Position Type:

Administrative and Central Office

Office Title/Functional Title:

Administrative Assistant to the Superintendent - 25006

Civil Service Title:

Community Associate

Level:

N/A

Division/Office:

Division of School Leadership

Borough: Citywide Posting End Date: 03/27/2025 Description: Position Summary: Under supervision of the Superintendent, the Administrative Assistant provides general office support by implementing administrative systems, procedures, and policies, and, with latitude for independent initiative and judgment, performs responsible work in communication and coordination with community programs on behalf of the Superintendent. The Administrative Assistant also provides information, assistance, and appropriate referrals to the general public. Performs related work. Reports to: Superintendent Direct Reports: N/A Key Relationships: The Administrative Assistant works closely with the Superintendent, community, district schools, district principals, the Superintendents Family Leadership Coordinator, and the central team of the Division of School Leadership (DSL), serving as a borough communication liaison on office concerns and operational requests to other Department of Education central and DSL field offices. Provides and improves community services by performing liaison functions and improving communication between City agencies, community organizations and groups, and the individuals they represent in overall student development. Responsibilities

• Serve as liaison for the Superintendent to communities and parents, working directly with the Superintendent to address urgent concerns.
• Support the Superintendents communication with the rest of the team and follow up on the Superintendents outreach to DSL leadership in the different schools support area.
• Create and maintain the calendar of the Superintendent and office staff, including the schedule for hiring of office staff and principals, office meetings and Principals meetings, as well as scheduling and organizing meetings with school staff, parent leaders, elected officials, and other community stakeholders.
• Prepare all paperwork for Principal Performance Review (PPOs) visits, evaluations, and disciplinary actions, including completion, extension and denial of probation, and Superintendent-led OSI/OEO investigations.
• Communicate with schools, parents/guardians, other DOE central offices, City agencies, community organizations, and community representatives regarding Superintendent Initiatives and events.
• Schedule and organize meetings with various school, parent and community constituencies.
• Perform related office tasks in support of the community such as data entry, filing, recordkeeping, and word processing; address all telephone inquiries.
• Collect all timesheets and maintains the personnel files for the Superintendents staff members.
• Greet and interact with the public, directing visitors to the appropriate person or office.
• Perform other community-oriented duties as assigned by the Superintendent.
• Manage and process all purchasing for the district office and maintain the office inventory of all equipment and supplies.
• Coordinate and prepare mass mailings for the district office to community groups, parents and school personnel.

Qualification Requirements: Minimum

• High school graduation or equivalent and three years of experience in community work or community centered activities in an area related to duties described above; or

• Education and/or experience which is equivalent to “1” above.

Plus In addition to meeting the minimum requirements, individuals must have two additional years of the experience described in "1" above. Preferred

• Excellent interpersonal skills in working with education and non-education personnel internal and external to the DOE and ability to build relationships with diverse constituencies.
• Attentive to detail and well-organized.
• Ability to thrive in a fast-paced work environment with changing deadlines.
• Ability to learn quickly and responsive to feedback.
• Well-developed strategic-thinking and planning skills.
• Ability to proactively and strategically work and troubleshoot to meet short- and long-term Superintendent goals.
• Strong communication skills and ability to organize facts and present information and figures in a clear, concise, and logical manner.
• Highly motivated, self-directed team player with a history of success.
• Ability to accurately input, track, and document information in databases.
• Knowledge of DOE policy and procedures and the ability to interpret and apply policies effectively.
• Experience with procurement and familiar with DOE systems (FAMIS).
• Familiarity with Microsoft Office Applications, including Outlook, Word, and Excel.

• Ability to work effectively as part of a team.

Salary: $49,486 - $71,614

(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.)

Please include a resume and cover letter with your application.

NOTE: The filling of all positions is subject to budget availability and/or grant funding.

* New York City Residency is NOT Required *

We encourage all applicants from the New York City tri-state area to apply.

AN EQUAL OPPORTUNITY EMPLOYER

DOE Non- Discrimination Policy The Department of Education of the City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment upon any legally protected status or protected characteristic, including but not limited to an individuals actual or perceived sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, gender identity, veteran status, or pregnancy. For more information, please refer to the DOE Non-Discrimination Policy.

Public Service Loan Forgiveness As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs.