Clerical - Confidential Executive Assistant to Academics - Career & Technical Education- Group 7, 12 month

SCHOOL/DEPARTMENT:               Academics Office - Career and Techincal Education

LOCATION:                                   797 Westminster St, Providence RI 02903

HOURS:                                         Monday-Friday 8:00AM-4:00PM

Group 7 12 Month 1339 Union Position

The Executive Assistant to Academics - Career and Techincal Education (CTE) provides high-level administrative and project management support to administrators of the Office of Teaching and Learning. The position assists the Principal Supervisors in coordinating departmental operations, managing projects, and supporting office functions.

The role requires strong organizational, communication, and administrative skills, as well as a thorough understanding of district policies and procedures related to Teaching & Learning

services.

Work is performed under the general direction of the Principal Supervisors with the opportunity to exercise independent judgment in managing priorities and completing assigned tasks. Work products are reviewed for accuracy, completeness, and alignment with established policies and procedures.

REPORTS TO: Chief of Schools

**Contingent upon funding**

EDUCATION REQUIREMENTS:

• High School Diploma or GED Diploma required
• College degree from an accredited educational institution preferred
• Must have passed the appropriate clerical test

MINIMUM QUALIFICATION STANDARDS:

• Highly proficient in use of the following computer based applications: 
• Microsoft (Word, PowerPoint, Excel)
• Google Drive
• Skyward
• Lawson
• PowerSchool
• Proven office management, administrative or assistant experience
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent administrative supports skills, including typing, word processing, filing and records maintenance
• Bilingual candidate preferred (Spanish)

DESCRIPTION OF DUTIES & RESPONSIBILITIES:

This position is responsible for all clerical functions of the office of Teaching & Learning. Each Executive Assistant to Academics will be assigned to support a specific subdepartment and receive direction from the appropriate Principal Supervisor(s).

Career and Technical Education

• Serve as the executive administrative assistant to the Principal Supervisors and support staff.
• Answer phones and direct inquiries to the appropriate person or departments
• Prepare, edit, and distribute correspondence, bulletins, memos, newsletters and reports.
• Process incoming and outgoing correspondence, including attaching necessary documentation for review and signature.
• Maintain accurate filing systems, both electronic and physical, for official records and reports for the CTE Department and when reporting to the Rhode Island Department of Education.
• Assist in budget preparation paperwork, tracking, and reporting for all CTE educator and program budgets.
• Assist with entering requisitions, receiving and invoicing as needed.
• Generate reports from systems such as Lawson, Skyward, Cavass, Project Lead the Way and other databases to support operational needs.
•  Manage student processing, including paperwork and trackers for out-of-district students.
•  Process attendance, stipends, and time records for CTE teachers and other staff pertaining to CTE programming. 
• Schedule meetings, prepare agendas, reserve facilities, and record meeting minutes as requested by the Director.
• Coordinate and process travel requests, reservations, and itineraries for staff as needed
• Manage all paperwork associated with Project Lead The Way (PLTW).
• Oversee First Student and transportation logistics for CTE programs.
• Coordinate technology purchases for CTE classrooms and labs.
• Manage all paperwork for grants associated with Career and Technical Student Organizations (CTSOs) such as SkillsUSA and HOSA.
• Process and maintain time sheets for applicable staff.
• Assist with CTE Inventory using designated inventory platforms.
• Assist in public relations by communicating with parents, students, staff, and community members professionally and effectively.
• Serve as backup for other Executive Assistants to Academics.
• Perform additional departmental duties as assigned

EEO Statement

Providence Public Schools is an equal opportunity/affirmative action employer that is actively seeking to increase minority recruitment among its administrators and teaching staff. PSD does not discriminate on the basis of race, age, sex, religion, sexual orientation, gender identity or expression, national origin, color, disability or veteran status. All programs are open to all individuals, regardless of their race, age, sex, religion, sexual orientation, gender identity or expression, national origin, color, disability or veteran status.

Notice of E-Verify Participation and Right to Work

Providence Public School District participates in E-Verify. Federal law requires all participating employers to verify the identity and employment eligibility of all persons hired to work in the United States. Please review the following posters for more information:

• Notice of E-Verify Participation (English/Spanish)
• IER Right to Work Poster (English/Spanish)

Salary : $52,819 - $61,788