Administrative Assistant to the Chief of Teaching & Learning (SY26-27)

Reports to: Chief, Teaching & Learning

OBJECTIVE

The mission of the Office of Teaching & Learning is to ensure that all educators have access to the knowledge, skills, and resources they need to provide every BPS student with a high-quality, culturally and linguistically sustaining, and well-rounded education that prepares them to actively and responsibly read, write, reason, communicate, create, and compute effectively within a global society.

The Office of Teaching & Learning includes English Language Arts, Math, Science, Social Science/History, Visual/Performing Arts, Early Childhood, Health & Wellness, Academic Mentoring, School Libraries, MTSS (Multi-Tiered Support Systems), World Languages, Global Education, and the Office of Educator Development & Leadership.

SCOPE

The Administrative Assistant reports to and supports the Chief of Teaching & Learning and is responsible for overseeing the day-to-day operations of the office. This position will serve as a liaison for the office to ensure the smooth flow of timely and accurate information needed for informed decisions that support quality assistance related to Teaching & Learning throughout Boston Public Schools (BPS).

The Administrative Assistant will develop systems for filing, managing supplies, and timekeeping management. They will also liaise with BPS Payroll and the Office of Human Resources to ensure accountability.

This position requires significant interaction with offices throughout BPS, as well as external partners. The Administrative Assistant will also assist the Teaching & Learning Finance and Operations Manager with special projects and ordering.

ROLES AND RESPONSIBILITIES

Office Management

• Assist the Chief of Teaching & Learning with scheduling and other related activities.
• Provide customer service to BPS schools and families related to Teaching & Learning.
• Manage multiple calendars.
• Process travel requests.
• Answer phones and respond to email inquiries.
• Order office and program supplies.
• Organize the office, including filing and copying.
• Process department timekeeping using PeopleSoft and liaise with Payroll and Human Resources as needed.
• Put systems in place to organize the department more effectively.
• Support new staff orientations.
• Support event and project preparation, planning, and staffing.
• Develop new systems to improve practices, including a meeting/training room calendar, department orientation manual, and other related systems.
• Perform other duties as assigned.

Financial Management

• Assist the Finance and Operations Manager with day-to-day financial tasks, including entering requisitions, processing stipends, ordering office supplies, and supporting other special projects.
• Assist with the processing, tracking, and submission of invoices to Accounts Payable.
• Correspond and coordinate with budget and finance staff, budget offices, and other departments to support the timely processing of contracts, invoices, grants, and expenditures.
• Assist the Finance and Operations Manager with monitoring grant expenditures and ensuring financial transactions are processed accurately.

School Support

• Assist in managing multiple special projects and/or events related to new initiatives and communications to school principals.
• Provide appropriate and consistent communications, logistical support, meeting support, and event support as requested.
• Work closely with schools and offices to ensure requests are appropriately handled.
• Answer field calls and communications from vendors and partners and direct them to the appropriate person or department within the district.
• Assist in the implementation of Teaching & Learning policies and procedures.

QUALIFICATIONS

• 5-7 years of full-time work experience in this area.
• Bachelor's degree or equivalent experience.
• Strong written and verbal communication skills.
• Strong organizational skills and ability to efficiently meet deadlines.
• Detail-oriented with effective organizational skills and the ability to coordinate multiple projects simultaneously.
• Ability to work effectively and efficiently both independently and in a team-oriented, fast-paced environment within the department and across departments.
• Ability to work with administrators, teachers, other staff, and members of the community.
• Strong office management skills.
• Ability to maintain confidentiality.
• Familiarity with PeopleSoft (Timekeeping and Financials) preferred.

Terms: Managerial, Tier C41

The Boston Public Schools, in accordance with its nondiscrimination policies, does not discriminate on the basis of race, color, age, criminal record, physical or mental disability, pregnancy or pregnancy-related conditions, homelessness, sex/gender, gender identity, religion, national origin, ancestry, sexual orientation, genetics, natural or protective hairstyle, military status, immigration status, English language proficiency, or any other factor prohibited by law in its programs and activities. BPS does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals' dignity or interferes with their ability to work or learn. If you require an accommodation pursuant to the ADA for the application process, please contact the Accommodations Unit at accommodations@bostonpublicschools.org.