Job Posting
NOTICE OF OPENING: Administrative Assistant to the Superintendent
LOCATION: Neigebaur Administrative Building
WORK YEAR: Full-time, 12 months
SALARY: Negotiable based on education, training, and experience
POSITION OVERVIEW
The Administrative Assistant to the Superintendent and Board of Education is a highly visible, strategic role designed for a skilled professional who serves as the central liaison and communications bridge between the Superintendent's Office, the Board of Education, district staff, and the community.
Far more than a traditional administrative support role, this position requires exceptional initiative and independence, emotional intelligence, and discretion. The successful candidate will manage highly confidential information, navigate complex public and governmental relations, oversee critical district operations (such as elections and student discipline hearings), and lead proactive multi-channel communications to promote the district's mission and maintain strong stakeholder relationships.
QUALIFICATIONS:
- Education: Associate or Bachelor degree in related field preferred
- Experience: Five years highly responsible, progressive administrative experience, preferable within K-12 education or public administration.
- Legal & Compliance Knowledge: Demonstrated understanding of governmental and legal functions of school systems, including the Open Meetings Act (OMA).
- Technical Proficiency: Mastery of modern office technology and productivity suites (Google Workspace, Microsoft Office) with an ability to adapt to changing district technologies.
- Communication Expertise: Exceptional written and verbal communication skills; experience in utilizing websites, social media, mass-notification systems (text, robocalls), and local media to manage public relations.
- Professional Integrity & Autonomy: Proven ability to work independently and maintain strict confidentiality, making sound, policy-aligned decisions to efficiently and professionally support the office of the Superintendent.
- Key Attributes: Highly developed emotional intelligence, crisis management capabilities, and an unwavering commitment to confidentiality and professional ethics.
- Compliance: Must satisfactorily pass a criminal background check as defined by the State of Michigan.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Board of Education & Governance Liaison
- Board Operations: Serve as the recording secretary for the Board of Education. Prepare and distribute agendas, background packets, official minutes, and legal postings.
- Meeting Management: Develop monthly schedule of presentations and awards during Board Meetings and coordinate room setups, technology, amenities, and public postings in strict compliance with the Open Meetings Act.
- Policy & Guidelines: Support the Superintendent in the development, continuous review, and implementation of Board Policies and Administrative Guidelines.
- Board Support: Coordinate professional development, travel, and research inquiries for Board members.
- Elections: Serve as the district's official election coordinator.
- Strategic Communications & Community Relations
- Central Communications: Act as the primary communications hub, ensuring messages flow smoothly and accurately from the Superintendent's office to the Board, staff, media, and community.
- Media & Public Relations: Promote the district through the administration of the district website, newsletters, social media platforms, mass text/call systems, and local newspapers.
- Campaign & Event Support: Coordinate communications for millage and bond campaigns. Plan and facilitate high-profile community events, including senior citizen luncheons, family/alumni events, and Fitzgerald Foundation for Educational Advancement (FFEA) fundraisers. Help develop promotional materials for schools and the district.
- Executive Office Management & Operations
- Office Leadership: Support the workflow and activities of central office personnel to maximize efficiency; provide onboarding and process training for administrative staff.
- Calendar & Travel: Manage the calendar of the Superintendent, coordinate high-level meetings, travel, conferences and central office facility use.
- Budgetary Oversight: Manage the budget for the Office of the Superintendent, process authorizations for payments, and maintain meticulous financial records.
- Inquiries & Crisis Management: Serve as the professional front-face of the administration building; field inquiries from diverse public groups and manage sensitive situations with diplomacy and calm.
- Executive Secretarial & Quality Control
- Meeting & Event Hospitality: Coordinate logistics for board meetings and evening events, including ordering food, arranging refreshments (such as ordering waters and setting up spaces), and ensuring a welcoming, professional environment.
- Financial Administration: Generate and track Purchase Orders (POs) and manage vendor requests efficiently.
- Office & Equipment Liaison: Act as the primary point of contact for office maintenance, including calling for technical service/repairs on copy machines and other office equipment.
- Cross-Departmental Front Desk Support: Help to provide seamless coverage for the Human Resources front desk during staff absences, maintaining a warm, professional, and helpful presence for all visitors and staff.
- Meeting Transcription: Serve as the primary, highly accurate note-taker for key meetings and hearings.
- Proofreading & Editing: Thoroughly review, edit, and proofread correspondence, reports and official documents. You will be the final line of defense to ensure everything leaving the office is grammatically correct, correctly formatted and thoroughly polished.
5. Specialized Program Support
a. Student Hearings: Coordinate and manage the administrative documentation and scheduling for student discipline hearings.
b. Schools of Choice: Organize and track non-resident School of Choice applications in compliance with state laws and district timelines.
6. Other Duties - Perform other related duties and special projects as assigned to support the efficiency of the department.
PHYSICAL DEMANDS & ENVIRONMENTAL ADAPTABILITY:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Frequently required to sit, stand, walk, talk, and hear.
- Must be able to occasionally lift and/or move up to 10 pounds (files, board meeting materials).
- Position requires the individual to work irregular or extended hours to attend evening Board meetings and district events.
- Must be able to interact professionally under occasionally stressful circumstances with members of the public, staff, and students.
Qualified applicants should apply on-line via AppliTrack athttp://www.applitrack.com/fitzgerald/onlineapp/
Pay: $43,000.00 - $70,900.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
