Job Information
Mystic Valley Regional Charter School Assistant to the Director/Superintendent in Malden, Massachusetts
Mystic Valley Regional Charter School
Assistant to the Director
Description
The Assistant to the Director is responsible for helping the Director and core administrative team to more effectively and efficiently accomplish the school’s mission and annual goals. Additional responsibilities include the oversight of select school-wide administrative support efforts.
Primary Duties and Responsibilities Project Management and Execution
Compiles and produces elements of monthly board reports, as assigned by the core administrative team.
Maintains and organizes key board resources, both electronically (manages a database of board minutes and ensures draft minutes are prepared for approval in a timely manner) and physically (board room at 4 Laurel St.).
Creates and submits notices for public board meetings, as per Open Meeting Laws.
Serves in the Directory Administrator role in the Department of Elementary and Secondary Education’s Security Portal.
Using school project management software, oversees and supports key strategic school reports and projects.
Manage key operations for the opening and closing of school, such as distributing pertinent student information to the teaching staff in a timely and effective manner.
Oversee school phone contracts and distribution, including management of the Verizon contract.
Manage vendor relationships for key operational equipment schoolwide, such as copier and printer maintenance.
Annual Report and related documents
Parent/Student Handbook
August training manual
Serves as the point person for new staff onboarding, working with Human Resources
Charter renewal and site visits from the Department of Elementary and Secondary Education
Accountability Plan
Student Opportunity Act Survey
Event Support
Create and maintain master event planning guide
Admin support at Lottery Night, Career Fair, and other public events as needed
Distribute Policy Book, Teacher Calendar, Roster, Schools We Need to New Teachers
Place all order for Flowers (Graduation, Deaths, Births etc.)
Oversee faculty/staff Holiday Party
Book/confirm dates with the catering companies for August Training, Professional Development Days and other school functions, (with admin, approval)
Order Graduation - Invitations/Programs/Flowers/confirm with caterer (with admin. approval)
Oversee Picture Day logistics for students and staff.
Manage all event logistics for Sports Banquets/Athletic event such as ordering tickets, catering, set up, etc.
Purchase Requests for Schoolwide Functions
Get quotes on request for printing/flowers/t shirts/tickets, etc.
Order capital budget items: chairs, tables, cabinets, etc.
Receive materials/inventory from vendor and arrange for distribution
Follow up on old invoices (back orders)
Management of overall community service process including, but not limited to, oversight of liaisons, hours tracking, proposal approval/denial/, and end of year reconciliation to avoid retentions.
Manage outgoing communications to parents and staff via SchoolMessenger on behalf of admin, MVRCS PTO, and other departments.
Update the website on an as needed basis.
Manage lottery application and drawing process from start to finish.
Support part-time admin support staff with everyday needs.
Support for Director/Superintendent
Maintains Director's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Screens phone calls, emails, mail and visitors; route and resolve information requests.
Greets visitors at 4 Laurel and direct them to appropriate office.
Prepares monthly expense reports.
Reconciliation of monthly AMEX bill for core admin staff, including the submission of the Director’s receipts.
Maintains filing and retrieval system to manage documents.
Calendar/Booking of conference room and appointments at 4 Laurel.
Sorts incoming mail, faxes, and courier deliveries for distribution.
Prepares and sends outgoing faxes, mail, and courier parcels.
Maintains office supplies for 4 Laurel St. (excluding Special Education office).
Monitors copier at 4 Laurel and coordinates with Business office for repairs.
Updates and ensures the accuracy of the organization's phone directory and parking assignments.
Prepares Board reports for distribution.
Keeps Binder of all Notices, E Mail Blast etc. for DESE up to date.
Maintains folder of documented parent concerns.
Maintains Professional Development compliance binder.
Knowledge and/or skills required for performance of the job
Ability to maintain a strong level of confidentiality and professionalism.
Excellent oral and written communication skills.
An ability to support and adhere to school policy and process.
Proven track record in assertively managing projects and ensuring others follow through on assigned tasks.
Excellent skills in Microsoft Office (or equivalent) proficiencies, particularly related to document formatting and advanced functions.
Outstanding organizational and planning skills.
Problem solving and analytical abilities.
Strong attention to detail and accuracy.
Excellent judgment and decision-making skills.
Flexible and adaptable.
Collaborative and team centric.
Covid 19 vaccines are not required
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