What are the responsibilities and job description for the Administrative Coordinator, Board of Trustees position at Chicago Public Schools?

Chicago Public Schools (CPS) is one of the largest school districts in the United States, serving over 320,000 students in 600 schools and employing nearly 40,000 people, most of them teachers. CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life. In order to fulfill this mission, we make three commitments to our students, their families, and all Chicagoans : academic progress, financial stability, and integrity. Six core values are embedded within these commitments – student-centered, whole child, equity, academic excellence, community partnership, and continuous learning.

The Chicago Board of Education (“Board”) is responsible for the governance, organizational and financial oversight of Chicago Public Schools. The Board establishes policies, standards, goals and initiatives to ensure accountability and appropriate resource support for achieving the district’s mission.

The Board Office staff support the Board in advancing their goals and objectives by (a) facilitating communication with internal and external stakeholders to improve Board member engagement; (b) maintaining Board Rules & Policies; (c) executing contracts, agreements and legal instruments approved by the Board for the district; (d) receiving and distributing subpoenas / liens / summons and other legal documents for the Board; (e) holding monthly Board Meetings on the fourth Wednesday of every month; (f) providing support and services to all stakeholders; and (g) managing the Board Archives.

Job Summary :

Reporting to the Special Assistant to the Board President, the Board Office Administrative Coordinator is responsible for coordinating and completing daily tasks for assigned projects, and working with Board Office staff and stakeholders to achieve project objectives and goals.

The Board Office Administrative Coordinator will be held accountable for the following responsibilities :

Supports the Special Assistant to the Board President, Deputy Chiefs of Staff and Board Secretary in coordination of activities and projects
Serve as the primary administrative point of contact for assigned Board Members including coordinating logistics, appointments and other administrative requests
Plan, develop, implement, and monitor administrative procedures to improve efficiency of the office’s workflow
Serve as subject matter expert for questions that come from the public to the Board’s main phone line and email address
Other duties as assigned

In order to be successful and achieve the above responsibilities, the Board Office Administrative Coordinator must possess the following qualifications :

Education Required :

Bachelor's degree from an accredited college or university, required; Concentration in Management, Public Administration, Business Administration, or a related field of study preferred.

Experience Required :

Minimum of three (3) years of progressive administrative support experience in an executive office, or similar setting performing comparable responsibilities required

Experience supporting senior leaders is strongly preferred

Experience working with confidential and sensitive materials is preferred

Experience coordinating projects is preferred

Bilingual - Spanish preferred

Knowledge, Skills and Abilities :

Ability to plan, prioritize, assign, review, and evaluate office responsibilities

Considerable technology skills including the use of personal computers, including Google Suite and / or Microsoft Office 365

Ability to manage multiple tasks in an environment with frequent interruptions, changing priorities, and tight operating deadlines

Ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive and resourceful with a high level of professionalism

Ability to successfully coordinate assigned projects

Strong communication skills (verbal and written)

Ability to build and maintain partnerships with external agencies and key stakeholders

Commitment to conduct all aspects of work with a strong sense of integrity

Excellent analytical and organizational skills

Demonstrate a sense of urgency in accomplishing goals and objectives to ensure success

Commitment to pursue and implement innovative ideas and methods, and to seeking out and sharing current research and evidence-based best practices

Demonstrate an unyielding commitment to continuous improvement and an unwavering belief that all students deserve a safe environment

Knowledge of the CPS landscape is preferred

Conditions of Employment

As a condition of employment with the Chicago Public Schools (CPS), employees are required to :

Establish / Maintain Chicago Residency - Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district. The Chicago residency requirement does not apply to temporary / part-time positions, however, all CPS employees must be residents of Illinois.

Be Fully Vaccinated Against COVID-19 - Unless approved for a medical or religious exemption, all employees are required to be up-to-date on COVID-19 vaccinations, including boosters, and to submit proof of vaccination to the district within 30 days of hire. “Up-to-date” on vaccination is defined as being at least two weeks past all primary vaccine doses and any applicable boosters.

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