Administrative Assistant – APS Central Office

Industry: Classified

Company: Arlington School District

The vision of the Arlington Public Schools is to be an equitable educational community where all learners feel a sense of belonging, experience growth and joy, and are empowered to shape their own futures and contribute to a better world.

JOB DESCRIPTION

Administrative Assistant

Department of Diversity, Equity, Inclusion, Belonging and Justice

Department of Communications and Family Engagement

JOB GOALS: The Administrative Assistant serves as the first point of contact for all Central Office visitors and collaboratively works with the Communications, Family Engagement, and Diversity, Equity, Inclusion, Belonging, and Justice Departments to enhance a welcoming school environment. This role involves administrative support to department directors, planning welcoming initiatives for families, and aiding in the student registration process. The assistant will adopt a culturally proficient approach, valuing diverse perspectives and promoting inclusivity. The role goes beyond routine tasks, actively contributing to the departments’ missions of fostering a diverse and inclusive educational setting.

MINIMUM QUALIFICATIONS:

• 3-5 years of related experience in an office setting required
• Bachelor’s degree required
• Ability to speak a second language preferred (especially Chinese, Japanese, Spanish, Haitian Creole, Portuguese)

KNOWLEDGE AND SKILLS:

• Demonstrated ability in streamlining processes with a focus on enhanced efficiency and effectiveness.
• Demonstrated high-level of organizational, interpersonal, and problem-solving skills including, but not limited to:
• Proficiency in providing training/support to users across cross-functional teams.
• Ability to build effective relationships with administrators, staff, students, and families.
• Strong written and verbal communication.
• Ability to work in a fast paced team environment.
• Ability to exercise discretion in handling confidential information.

PERFORMANCE RESPONSIBILITIES:

• Greeting the Public: Greet all visitors to the Welcome Center and Central Office and let visitors in via buzzer system. Ensure visitors make it to their destinations and maintain a log of expected visitors on a daily basis.
• Calendar Management: Coordinate and manage the directors’ calendars, scheduling meetings, appointments, and events related to DEIBJ & Communications/Family Engagement initiatives. Ensure that their schedule is well-organized and optimized.
• Communication and Engagement: Handle internal and external communications on behalf of the directors, including drafting memos and other correspondence related to department matters. Provide a positive greeting to all guests who enter the Welcome Center and Central Office spaces.
• Meeting Coordination: Arrange and coordinate meetings, workshops, and presentations related to the departments. Gather necessary materials, and ensure all logistics are in place.
• Documentation: Maintain accurate records and documentation of department-related activities, meetings, and initiatives.
• Event Planning: Assist in planning and organizing training sessions, workshops, seminars, and conferences related to departments’ needs.
• Project Support: Support department-related projects and initiatives, ensuring they are on track and meeting deadlines. Help coordinate cross-functional teams working on such projects.
• Confidentiality: Handle sensitive information and discussions related to the departments with the utmost privacy and discretion.
• Travel Arrangements: Make travel arrangements for the directors when attending conferences, meetings, or events.
• Resource Management: Manage the procurement and distribution of resources, materials, and supplies necessary for department initiatives.

• Website Management: Maintain DEIBJ, Registration, Welcome Center-specific pages on District Website
• Other duties as assigned by Director of Diversity, Equity, Inclusion, Belonging & Justice and Director of Communications & Family Engagement

TERMS OF EMPLOYMENT: Full year, full time.

WORK HOURS: 8:00AM-4:00PM In-Person

REPORTS TO: Director of Diversity, Equity, Inclusion, Belonging & Justice and Director of Communications & Family Engagement

SALARY AND BENEFITS: In accordance with AEA Unit C Contract. Health Insurance and other benefits are available in the same manner they are available for benefit-eligible employees in the District. Benefits in accordance with the Town of Arlington and the Arlington Public Schools.

The Arlington Public Schools are committed to creating an inclusive and safe learning and working environment that reflects a diversity of perspectives, values, and experiences. We welcome staff who are aware of the role that bias and prejudice play in society, are creative and willing to try new approaches, and are reflective about their daily practice. We are looking for candidates who welcome a challenge, are eager to collaborate and contribute to the success of students, are ready to engage in two-way partnership with families, and who will contribute their diverse talents to the organization as a whole.