Administrative Assistant for the Superintendent of Schools' Office

Archdiocese of New York

Department of Education – Superintendent of Schools (SOS) Office

Administrative Assistant

Overview/Purpose:

Reporting to the Deputy Superintendent, the position provides administrative support to the Deputy Superintendent and the Associate Superintendent of Operations & Planning and serves as the receptionist for the Office of the Superintendent of Schools.

Reports to: Deputy Superintendent

Work Location: 488 Madison Avenue, 4th Floor, New York, NY 10022

Responsibilities:

• Primarily assist the Deputy Superintendent and the Associate Superintendent of Operations and Planning (and the Superintendent of Schools as needed) in managing all operations related to the office.
• In the absence of the Executive Assistant and Office Manager – compile, screen, and date stamp incoming correspondence for the Superintendent's review; Superintendent's phone line: provide polite, professional, and prompt direction to the appropriate parties for resolution; retrieve voicemail; etc.
• Directly responsible for all receptionist duties, including but not limited to, full coverage of the reception desk, answer telephone lines as assigned, coordinating visitors to the office with the Security Desk, providing the necessary information for entry into the building, communicating pertinent details to visitors, welcoming them upon arrival, etc.
• Prepare information and coordinate meetings for the Deputy Superintendent and the Associate Superintendent of Operations and Planning, including recording official notes (i.e., takeaways, action items, etc.) and monitoring completion of tasks assigned.
• Oversee and manage all communications, clerical and administrative duties, including coordination of Deputy Superintendent and the Associate Superintendent of Operations and Planning phone lines, screen phone calls and visitors as needed.
• Prepare correspondence (electronic/paper) and maintain current records.
• Create Word documents and Excel spreadsheets for various projects.
• Maintain official office directories and manuals, including but not limited to all School Handbooks, Policies and Guidelines Manuals, School Directory, internal DOE cell phone list, DOE extension list, DOE birthday list, etc.
• Ensure the cleanliness and organization of the kitchenette and reception areas.
• Under the direction of the Associate Superintendent for Operations and Planning, manage accounts payable processing, check/ cash deposits, and staff's personal expense report processing for six internal departments and five external regional offices.
• Serve as a liaison for the Office regarding special events.
• Work with other staff members on projects as needed.
• Complete other special projects and duties, as assigned.

Core Competencies:

• Strong communicator with the ability to communicate, edit, and compose thoughts verbally or in writing, sensitive matters.
• Courteous and professional communications style with all internal employees and external contacts.
• Self-starter with a proven flexible working style, with the ability to work independently or as part of a team, carrying out multiple and diverse tasks concurrently while meeting converging deadlines.
• Organized, detail-oriented, and deadline-oriented to ensure all tasks/projects are completed in a timely, organized, and professional manner while maintaining the high standards of the office.
• Professional, reliable, discreet, and professionally dressed at all times.
• Manage sensitive information with a high degree of confidentiality.
• Ability to anticipate conflicts and challenges in projects and proactively propose solutions.
• An exemplary model of the Superintendent of Schools office to internal and external stakeholders.

Education, Experience, and Skills:

• Bachelor's Degree required.
• Four years of similar senior-level administrative work experience.
• Bilingual in English and Spanish preferred.
• Proficient in Microsoft Office Suite - Word, Excel, PowerPoint, Outlook 365.
• Excellent oral and written communication skills.
• Strong interpersonal, analytical, and problem-solving skills
• Willingness to be trained or take necessary classes to learn new technology.
• Knowledge of Catholic schools/education preferred.

Physical Requirements:

• Prolonged periods of sitting at a desk.
• Ability to lift up to 30 pounds.