Job Details

Executive Assistant

Applicants may be educational officers, teachers and other qualified individuals.

Type of appointment issued: This position is excluded from the Educational Officers' Bargaining Unit and will be filled as a clear line appointment. A written examination/assignment may be administered to help determine possession of the knowledge and abilities portions of the minimum qualification requirements.

Under the general supervision of the Assistant Superintendent of the Office of Facilities and Operations, the Executive Assistant:

1. Provides executive leadership and strategic direction for the Office of Facilities and Operations (OFO). This includes developing and championing high-level strategies and processes for OFO's core functions (construction and maintenance) to ensure alignment with the Department's overall mission, legislative mandates, and long-range goals. Coordinates and reviews official testimony, reports, and presentations to the legislature, Board of Education, or other governing bodies concerning campus operations and support.

2. Supports the Assistant Superintendent (AS) in managing the full lifecycle of OFO programs and support services. This involves providing guidance in establishing short- and long-term performance objectives, developing metrics for success, and continually monitoring and evaluating operational effectiveness. Implements systemic changes required for improvement and provides data-driven recommendations to the AS.

3. Maintains administrative oversight of OFO internal resources, focusing on efficiency and accountability. Specifically, formulates and manages policies related to staff utilization, operational spending priorities, procurement, and the selection and performance evaluation of OFO personnel. Reviews and ensures staff adherence to all required internal reporting and accountability standards.

4. Leads the coordination of inter-office and inter-agency projects and acts as the OFO liaison for policy matters. Conducts ongoing executive analysis of national best practices, legislative actions, and research studies relevant to campus operations. Anticipates, interprets, and disseminates information on new DOE policies, administrative directives, and legal requirements, recommending formal policy changes as appropriate.

5. Represents the OFO AS and the Department as assigned in community groups and organizations, on task forces or committees, and at public functions or meetings related to campus operations. Serves as the acting AS in his/her absence, assuming full responsibility and authority for all decision-making, management, and administrative duties related to OFO.

6. Performs other related duties as assigned.

Minimum qualifications: Education: Graduation from an accredited college or university with a bachelor's degree in business administration, education, human resources or related fields applicable to the area of specialization. Experience: Nine (9) years of responsible professional work experience in the field of specialization of which four (4) years shall have been in an education program, agency or system. Combined education and experience: An equivalent combination of education and experience may be acceptable, as determined by the Department. Substitutions can be considered for the requirement of experience in an education program, agency or system.

Knowledge: Public administration, budgeting, finance, and procurement; computer-based information systems; operations, productivity, and project management; laws, rules, policies, regulations and administrative procedures pertinent to the area(s) of assignment; principles and practices of supervision, organizational change and organizational effectiveness in the public sector; strategic planning and operational policy development.

Desired knowledge: Facilities, construction and maintenance management; DOE objectives, goals, policies, regulations, and directives and organizational programs within the DOE; principles and practices of management; public, labor, and labor management relations in the public sector; legislative processes; group decision making and interpersonal persuasion; social problems and change.

Ability to: Plan, organize, and oversee activities and services in the conduct of administrative and executive functions in the area of specialization; communicate effectively with others both orally and in writing; deal effectively with federal, state, and departmental officials in accomplishing program goals and objectives on behalf of the program executive; operate computer and other business machines. Desired ability to: Plan, direct, coordinate, and evaluate central staff services in the areas of facilities and operations; provide department-wide consultation and advice regarding areas of facilities and operations; apply problem-solving and initiative to resolve routine administrative and operational issues; coordinate complex projects and programs across multiple organizational units; demonstrate leadership, staff supervision, and interpersonal skills in an executive support capacity; exercise executive-level judgment, maintain confidentiality, and uphold ethical standards; apply strategic planning, policy development, and program evaluation skills to achieve organizational goals.