Executive Administrative Specialist - Office of Academics

Job Description

Job Title

Position Title: Executive Administrative Specialist - Office of Academics

Location: Office of Academics

Salary: $60,094 - $103,799

Reports to: Chief Academic Officer

Bargaining Unit: N/A

Benefits Eligible: Yes

Telecommuting Eligibility: Not eligible for telecommuting

Position Summary:

The Executive Administrative Specialist for the Office of Academics provides high-level administrative and operational support to the Chief Academic Officer (CAO). This role is integral to the smooth functioning of the Office of Academics, with responsibilities that include managing curriculum and instruction functions, supporting instructional leadership, and ensuring that the day-to-day activities align with the strategic goals of the CAO.

The Executive Administrative Specialist is a key player in coordinating efforts across the Office of Academics, representing the CAO in meetings, facilitating communication among team members, and managing critical projects. This role requires exceptional organizational skills, attention to detail, and the ability to work independently while handling multiple priorities. The ideal candidate will be a proactive problem-solver with the ability to maintain confidentiality and demonstrate a high degree of professionalism.

Essential Functions:

Administrative Support:

• Provide comprehensive administrative support to the CAO, including managing schedules, preparing correspondence, and handling confidential information.
  

• Coordinate meetings, including agenda preparation, note-taking, and follow-up on action items, ensuring that all meetings align with the CAO's priorities.
  

Office Management:

• Oversee the daily operations of the Office of Academics, ensuring that all administrative tasks, including payroll, budgeting, purchasing, and record-keeping, are completed accurately and on time.
  

• Develop and implement standard operating procedures to enhance office efficiency and maintain high standards of administrative performance.
  

Curriculum and Instruction Support:

• Assist in managing curriculum and instruction functions, supporting the work of content leads, and ensuring that instructional materials and resources are effectively coordinated and aligned with district goals.
  

• Facilitate communication between the CAO and instructional leadership, ensuring that all initiatives and strategies are implemented effectively.
  

Project Coordination:

• Manage special projects related to curriculum development, instructional leadership, and professional development, ensuring that all projects are completed on time and within scope.
  

• Coordinate the planning and execution of events, conferences, and professional development sessions, including logistics, invitations, and budget management.
  

Data Management and Reporting:

• Collect, organize, and analyze data related to curriculum and instruction, providing the CAO with accurate and timely reports to inform decision-making.
  

• Maintain systems for filing, retrieving, and logging documents and records in compliance with district policies and record retention protocols.
  

Stakeholder Communication:

• Serve as a liaison between the CAO and internal and external stakeholders, ensuring clear and consistent communication across all levels of the organization.
  

• Respond to inquiries and correspondence on behalf of the CAO, addressing issues promptly and directing them to the appropriate parties when necessary.
  

Team Collaboration:

• Work closely with other members of the Office of Academics, contributing to a collaborative and supportive work environment.
  

• Provide training and guidance to clerical staff within the office, ensuring that all team members are equipped to perform their duties effectively.
  

Continuous Improvement:

• Actively seek opportunities to improve office processes and enhance the efficiency of the Office of Academics.
  

• Stay informed about the latest developments in educational administration and curriculum management to bring innovative solutions to the office.
  

Minimum Qualifications:

• Bachelor's degree from an accredited institution (preferred) or an equivalent combination of education and experience.
  

• At least three (3) years of administrative experience, with two (2) years at the executive level, preferably in an educational setting.
  

• Proficiency in office management tools, including Microsoft Office Suite, with advanced skills in Excel, Word, and PowerPoint.
  

Preferred Qualifications:

• Experience in K-12 educational administration, with a focus on curriculum and instruction.
  

• Demonstrated ability to manage multiple projects, prioritize tasks, and meet deadlines in a fast-paced environment.
  

Security Clearance:

Internal Applicants

If you are a current Detroit Public Schools Community District employee, you do not have to submit to a new security clearance, unless your new role requires a different type of criminal background check.

External Applicants

In alignment with Michigan law, if you are hired to fill a position, you will be required to submit a Detroit Public Schools Community District criminal background check. Information regarding required background checks will be shared at point of hire.

Method of Application:

Applicants must apply through the online application system. Only applications submitted through the online application system will be considered for any posted position and all applications require a resume to be considered.

Successful candidates are required to submit official transcript(s) at point of offer to hire. Teaching services outside of the Detroit Public Schools Community District must be verified by the applicant's prior employer(s) prior to hire. It is the applicant's responsibility to provide all documentation (including copies) as requested.

Applicants requesting assistance during the application process should contact the Office of Human Resources via email at [email protected] or phone at (313) 873-6897.

DPSCD does not discriminate on the basis of race, color, national origin, sex, sexual orientation, gender identity, disability, age, religion, height, weight, citizenship, marital or family status, military status, ancestry, genetic information, or any other legally protected category, in its educational programs and activities, including employment and admissions. Questions? Concerns? contact the Civil Rights Coordinator at (313) 240-4377 or [email protected] or 3011 West Grand Boulevard, 14th Floor, Detroit MI 48202.