What are the responsibilities and job description for the Executive Assistant to the Superintendent and School Board position at Eugene School District 4J?
Position Summary
This is a full-time, 1.0 FTE/8 hours per day position working on the AD-12 (260 days per full school year) schedule, Mon-Fri, 8:00 a.m. - 5:00 p.m. Must be available for occasional nights and weekends.
The Executive Assistant to the Superintendent & School Board provides high-level, confidential administrative support to the Superintendent as well as Board of Directors through managing administrative operational functions such as report preparation, coordinating meeting schedules, operational logistics, and fielding general queries from Board Members. This position is privy to confidential information and as such, requires discretion and a commitment to confidential matters handled by the office. Manages the operation of the office and may supervise support staff as necessary.
The ability to communicate and interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. The successful candidate must be well organized, flexible and enjoy the administrative challenges of supporting an administrative unit/office of diverse people and programs.
Required Knowledge, Skills and Abilities
This position has the following expectations and prerequisite abilities.
- Present self and 4J in a professional manner including: in oral and written communication, professional disposition when working with others and maintaining professional dress standards.
- Ability to effectively communicate, disseminate, and effectuate verbal or written communication and directives to a diverse group of administrators, staff, and the broader district community.
- High degree of professionalism, integrity, and dependability. Promotion of equity and diversity in all settings and understanding and commitment to anti-racists principles.
- Maintain a high level of confidentiality in accordance with HIPAA, FERPA and adherence to the competent and ethical educator practices.
- Maintain compliance with state and federal laws governing all aspects of our agency including ORS, OAR, IDEA, FOIA, and CIPA.
- Exceptional prioritization of tasks, timely completion of work assignments, ability to take the initiative and work independently with minimal supervision.
- Demonstrates respectful, flexible and effective teambuilding skills of cooperation, communication and active participation.
- Ability to understand and follow oral and written directives, find requested data and present in user-friendly formats for internal and public distribution.
- Maintain regular attendance at work. Be punctual in meeting deadlines, attending meetings, and following schedules.
- Ability to lift, carry at least 25 pounds and/or the ability to sit for extended periods of time in a vehicle or work setting.
- Knowledge of budget processes and ability to analyze operational needs.
- Knowledge of record systems and the application of retention requirements.
- Ability to transcribe from recorded messages and dictation.
Minimum Qualifications
Any combination of experience and training that would likely provide the required knowledge, skills and abilities may be considered qualified as determined by Human Resources.
Education
- Bachelor’s Degree in Business, Human Resources, Education, or related subject or a documented equivalent through experience and training
Experience
- Considerable and progressively responsible office/secretarial experience, which includes at least three (3) years of executive-level support experience.
Preferred Qualifications
- Training or experience in office management and project management experience preferred.
- Bilingual proficiency (Spanish/English preferred) and multicultural experience strongly preferred.
To view the complete job description visit: https://www.4j.lane.edu/hr/jobdescriptionsandclassif/adminprofsupvpositions/
Additional Information
Complete application in its entirety. Incomplete applications will not be accepted or processed, there are no exceptions.
We do not accept walk-in, faxed, or applications via mail. All applications must be submitted using the GovermentJobs website. It is your responsibility to submit a complete application. Submitting an application does not guarantee any candidate an interview. Candidates are interviewed by appointment only. If you apply to more than one job, an application is required for EACH job posting.
ALL required documentation must be scanned and attached in order to submit an online application.
- Cover Letter
- Resume
- Three (3) letters of recommendation. Must be from the last 2 years and one letter must be from a supervisor.
The Eugene School District 4J does not discriminate on the basis of race, religion, ancestry, color, national origin, gender, age, disability, marital or family status, sexual orientation, gender identity in admission or access to the treatment of employment in its programs and activities as required by state and federal law. If you have any complaints, please contact the HR Department at (541) 790-7670.
It is the District's policy to provide qualifying veterans and disabled veterans with preference in employment in accordance with applicable law. Applicants wishing to claim veterans' preference must provide the following military documents verifying their eligibility:
Veterans: A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge OR a letter from the U.S. Department of Veterans Affairs indicating the applicant receives a non-service connected pension.
Disabled Veterans: A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge AND a copy of the applicants veteran's disability preference letter from the U.S. Department of Veterans Affairs (unless the information is included on the DD Form 214 or 215).
For veterans' preference to apply, the required military documents must be submitted to the District at the time of application submission.
There are a wide variety of benefits to eligible Eugene School District 4J employees. These benefits include health, dental, vision, life insurance, optional life and disability, flexible spending accounts, 403B, and an employee assistance program.
Positions at a minimum of four hours (0.5 FTE) are benefit eligible. Please contact the hiring administrator if you have questions about this position’s benefit eligibility.
For a complete description of benefits available for 4J employees please visit our Employee Benefits webpage at www.4j.lane.edu/hr/benefits.
