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This position is an anticipated vacancy. It is expected to be vacant by 04/15/2024. However, the current incumbent has a right to rescind their retirement, leave, or resignation up until the day of the expected vacancy date. Your hire will not be confirmed until the position is vacated. Boston Public Schools seeks an exceptional and dynamic Administrative Assistant to support the Office of Multilingual and Multicultural Education (OMME) - formerly the Office of English Learners. We are excited to re-vision the work of the new once inclusive of our priorities in serving our leaders and teachers with direct support at schools. Shifting the once’s primary focus from compliance to one that also focuses on quality teaching and learning will have a direct benefit and impact on our students' growth, schooling experience and future outcomes. The Once of Multilingual and Multicultural Education (OMME) envisions that all multilingual learners feel a sense of belonging, joy for learning in a healing-centered learning environment so that they have the opportunity to be academically proficient in their home language and English and to graduate with the Seal of Biliteracy. In order to shift our work toward this vision, the once will center a multicultural framework with a social justice lens to address systemic racism and systems of power in all forms that perpetuate inequities for multilingual learners, their families and communities from anti-blackness, colorism, xenophobia, linguicism/glottophobia, islamophobia, implicit and explicit bias, bigotry of low-expectations, nativist microaggressions, colonizer language dominance, indigenous and spoken vs. written language access, language loss, refugee status and linguistic imperialism. Specific Duties and Responsibilities: Promote the BPS vision for English Learner education; and serve as a representative of the department and district Provide efficient and effective administrative support Develop and maintain a system for timely and accurate submission of requisitions, contracts and bids that includes regular follow-up through the financial system and tracking through a self-designed system Ensure the accurate reporting of staff time and management of time-off requests for the entire department Provide direct administrative support for the Chief of Multilingual & Multicultural Education, maintaining a high level of confidentiality including reviewing and responding to emails and calls - flagging issues for immediate attention; maintaining program and personnel files; making copies and typing up documents; drafting reports and slide decks; and managing the calendar and appointments, making sure to provide adequate time between meetings and guard planning and team time Provide triage for calls into the Bolling office, identifying the appropriate point person for follow-up, and accurately document and share information from callers with the appropriate point person to ensure an immediate response, maximize the client experience, and reduce inefficiencies Adopt a see it, own it, fix it attitude to ensure that issues that can be easily fixed are addressed and meet with the appropriate point of contact to support improvement of their systems around the problem Work with each team to develop centralized inventory maintenance and updating process to ensure the accurate and timely order of supplies, and shared understanding of office resources Maintain an accurate inventory of equipment including but not limited to phones, computers, interpretation equipment; track the age and adequacy of hardware and software to ensure timely replacement and updating as needed; and where appropriate get regular maintenance during off peak times to maximize lifespan and avoid interruptions Provide staff support (scheduling, note taking and subcommittee/task management) for district level advisory bodies, meetings with external stakeholders, and internal meetings connected to OMME including Coordinate staff travel Coordinate efforts for key cross departmental collaborative work, ensuring follow-up and delivery of task/products Assist in the School Climate school outreach e?orts with the O?ce of Data and Accountability Assist in the District Parent Leadership and Joint Steering Committee meetings with the Superintendent Lead the first day of kindergarten district e?orts to ensure that every elementary school receives support on the first day of kindergarten Recruit and hire interns for the Office of Engagement and as appropriate provide supervision Conduct registration services during the peak registration period and preparatory work leading up to this including distribution of collateral to community partners and sites. Conduct school choice information sessions and co-lead parent workshops Own the department financial management work Develop a process for managing department finances that ensures accuracy and timely submissions and payments to vendors including creation and following of requisitions through the purchase order and receipt stages; and tracking progress independent of the Business Services Office to ensure that all items are executed based on the department’s schedule Assist staff in obtaining quotes and in drafting contracts. Track department budget transfers and expenses Provide monthly financial reports to leadership team, including monthly meetings with directors regarding their spending to ensure the o?ce is on track to use all funds by the district deadlines Manage and provide regular reporting on all office BEDF accounts and spending Flag any concerns about staff spending requests; ensuring that all staff spending is appropriate and allowable Establish, publish and maintain internal stipend payroll schedule, deadlines and processes for OMME programs that offer stipends to ensure that stipend recipients and directors understand when timesheets are due and the payment will be received Support the Chief and Deputy Chiefs of OMME in setting up the budget for the year and developing the budget for the ensuing year Provide programmatic support for OMME Teams and Initiatives Develop a deep understanding of OMME initiatives and expected outcomes Ensure OMME work plan/project management tracking is uploaded and maintained with specific tasks connected to each major initiative as a tool for the OMME Leadership Team and staff to monitor and communicate project progress Provide periodic updates and reminders to leadership team regarding tasks and deadlines Compile and submit weekly department reports Develop and maintain a listing of potential funding sources including requirements and deadlines Research and maintain a list of potential funding and sponsorship opportunities Provide timely reminders for Title III and other grant deadlines, reports and other requirements Maintain a database of concept papers of initiatives and projects to be funded Provide logistical and planning support for all OMME meetings and events Maintain a master calendar of events, and track and flag potential overlap or high activity periods Develop and maintain system for event planning that includes; a listing of potential venues and caterers with pricing Support Directors or their designee in their e?orts to plan and execute event logistics by providing venue information, tools to manage and execute the event (sign in sheets, invitation tools, sample marketing materials, etc) Provide support for OMME marketing and communications e?orts in collaboration with the Communications Office and department leadership Update and maintain the general OMME webpage and social media accounts Other duties as directed by the Chief and Deputy Chiefs of OMME Qualifications - Required: Bachelor’s degree Demonstrated ability to work cross-functionally and independently Attention to detail and consistent focus on quality Strong project management skills Ability to interact and communicate effectively with diverse stakeholders; and experience working with diverse urban families, students and/or communities with an understanding of their unique needs; Proven ability to manage up and exercise influence where there is no formal authority Knowledgeable about BPS policies, practices, and regulations related to the engagement of families and students Ability to translate complex information and data into user friendly reports and presentations for public consumption Strong time management skills and the ability to prioritize competing demands - create a comprehensive work plan, detailing benchmarks, logistical and strategic plans, and anticipated outcomes Experience working with, developing and managing online data and social media tools Mastery of Microsoft Office suite An ability to work with and communicate with constituents whose primary language is not English Excellent verbal/written communication skills Periodic evening and weekend work may be required Current authorization to work in the United States - Candidates must have such authorization by their first day of employment Qualifications - Preferred: Bilingual or multilingual, preferably in the major languages of the district: Spanish, Haitian Creole, Cabo Verdean Creole, Chinese (Cantonese and/or Mandarin), Vietnamese, Portuguese, Arabic, Somali, French Master’s degree preferred Terms: Managerial, C41. The Boston Public Schools, in accordance with its nondiscrimination policies, does not discriminate in its programs, facilities, or employment or educational opportunities on the basis of race, color, age, criminal record (inquiries only), disability, homelessness, sex/gender, gender identity, religion, national origin, ancestry, sexual orientation, genetics or military status, and does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals’ dignity or interferes with their ability to learn or work. " />

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Administrative Assistant, Office of Multilingual & Multicultural Education (Anticipated Vacancy) (SY23-24)

Job Description

Primary Location Central Office - Multilingual & Multicultural Education

Salary Range C41 ($92,258) / 1.0 FTE

Shift Type Central Office

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