Executive Assistant, Superintendent of Student - London, Canada - Thames Valley District School Board

Thames Valley District School Board

Verified Company

London, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

The Executive Assistant, Superintendent of Student Achievement provides an executive level of support to the Superintendent within the portfolio, and addresses queries and concerns received in the Superintendent's office.

The incumbent also supports the daily operations of the Superintendent's office, and is the executive representative of the Superintendent in a highly confidential and frequently changing environment.

KEY RESPONSIBILITIES:

Primary contact for public and school administration and provide executive level communication for both internal and external clients
Prioritize, manage and coordinate the Superintendent's schedule
Coordinate and organize meetings, training sessions, events and professional development with key internal stakeholders and external community agencies and vendors/contractors
Prepare professional correspondence, file and retrieve corporate records, documents and reports
Coordinate the daily activities and operations of the Superintendent's Office and other administrative tasks and responsibilities

WORK PERFORMED:

Receive, address, document, resolve and/or follow up as necessary for all inquiries as the primary point of contact between schools and Superintendent's office
Direct school administrators to the appropriate Human Resources contact to address issues
Respond to and resolve highly confidential and complex issues as necessary and in the absence of the Superintendent, redirect as required
Coordinate and manage the Superintendent's daily schedule including arranging committee meetings, networks, site visits and various other meetings
Provide administrative support to Superintendents, Senior Administration, other departmental staff, teaching staff and other employee groups
Attend, participate, prepare and track deadlines, organize meeting documentation, agendas and supporting materials, record and distribute minutes for various meetings
Coordinate travel, accommodations and registration for conferences/meetings
Assist with system level responsibilities assigned to the Superintendent's portfolio
Inform staff regarding emergency situations in schools and follow up to ensure the necessary steps are/were followed according to Policy and Procedures
Review school submitted documents for completion, accuracy and compliance with Board processes and policies
Report to community agencies as required such as CAS, Public Health, Police, etc.
Act as an additional line of contact for Parents, Guardians and School Neighbours
Liaise between Ministry Official and Superintendent for several Ministry initiatives
Provide information to Student Achievement Officers
Ensure Ministry reporting is completed accurately and deadlines are met
Liaise between Superintendent and/or Manager and Project Coordinators regarding proposed or ongoing capital projects
Review and reconcile Purchasing Card statements, projects funded forms, special project payments and other expense reports in accordance with Board policy
Develop reports for Administrative Council, Board and committee meetings.
Coordinate the transfer of student records
Administer the home instruction program
Monitor accounts including committee, school, furniture and equipment and casual accounts and refer concerns to the Superintendent
Research and coordinate funding requests within specified time lines
Order and maintain office equipment, supplies, literature and other items as requested
Prepare and submit absence reports
Provide assistance to other Superintendents as required

QUALIFICATIONS/SKILLS/SPECIALIZED KNOWLEDGE:

Ability to problem solve issues, multitask, prioritize, maintain confidentiality and exercise sound judgement in stressful situations
Proficient in computer systems such as Outlook 365, MS Office Suite, etc.
Understanding of Collective Agreements, the Education Act, Board Policy and Procedures, School Operations, Freedom of Information, Custodial Access Rights, Employment Law, Children's Law Reform Act, Youth Criminal Justice Act and Ontario Health and Safety Act
Posses project management, technical writing, accounting and public speaking skills
Excellent interpersonal skills with effective communication skills, both orally and in writing
Ability to work both independently and part of a team

EDUCATION/EXPERIENCE:

Completion of a one (1) year Post Secondary Certificate in Business, Administration or equivalent
Three (3) years of related work experience is required
First consideration will be given to permanent members of The Association of Administrative, Professional and Support Personnel (AAPSP)._

_The recruitment process requires a criminal background check for work with vulnerable persons._
**_The Thames Valley District School Board is committed to equity and inclusion in the recruitment of qualified staff who reflect and support the diverse perspectives, experiences and needs of our students and scho