Overview
Contract Paralegals | Docket Specialists | Legal Assistants Jobs in New York, NY at MedScope Advisors
JobID: 39583
Position Type:
Secretary / Clerical/Secretary (Administrative Asst.)
Date Posted:
5/16/2025
Location:
Plant Operations
Date Available:
ASAP
Closing Date:
Until Filled
Position / Title: Administrative Assistant to the Assistant Superintendent of Operations
Bargaining Unit: Non-Union
Department/Location: Plant Operations
Work Days: 261
Reports To: Assistant Superintendent of Operations
JD Revision Date: 5/7/2025
Supervises: N/A
Function / Position Summary
The Administrative Assistant to the Assistant Superintendent of Operations plays a critical role in supporting the Assistant Superintendent of Operations and ensuring efficient processes within the Operations department within School District U46. Provide a high level of administrative support, including managing calendars, coordinating meetings, preparing reports, handling confidential information, and assisting with various operational functions. This role requires attention to detail, a proactive approach, and strong organizational, time management, and multitasking skills to ensure all timelines are met.
Job Duties / Responsibilities
Provide administrative support to the Assistant Superintendent of Operations, including managing schedules, coordinating meetings, taking meeting minutes, and preparing materials. Ensure follow-up actions are completed.
Coordinate any required travel and prepare and process expense reports, ensuring compliance with district policy.
Serve as the primary point of contact for the office of the Assistant Superintendent of Operations, responding to inquiries and handling requests from staff, administrators, and external stakeholders.
Prioritize and coordinate conflicting appointments, ensuring optimal time management.
Assist in the preparation and organization of operational reports, documents, and presentations for meetings, conferences, and board meetings.
Help coordinate professional development activities, training, and workshops for operational staff.
Assist in the procurement process for the operational departments and facilitate review and execution of related documents.
Consolidate the Operations building project lists and share with building administration.
Prepare the Operations newsletter, soliciting topics from the various Operations departments and sending it out to district stakeholders.
Maintain accurate spreadsheets, logs and operational files, both electronically and in hard copy and ensure easy retrieval of documents.
Assist in the budget preparation, management, and approval process as required.
Handle confidential information with discretion, adhering to a high degree of confidentiality.
Provides backup support for incoming calls into Plant Operation’s main number, extension 5060, including emergency response assistance, as assigned.
Perform other administrative duties as assigned by the Assistant Superintendent of Operations.
Education
Associates degree or higher, preferably in Operational Management, Business Administration or a related field.
Bilingual – Spanish/English – written/verbal (preferred).
Experience / Knowledge
Three to five years of experience working in a fast-paced environment.
Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
Excellent communication skills, both written and verbal, with the ability to interact effectively with employees, administrators, and external partners.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workplace.
Strong attention to detail and ability to maintain confidentiality with sensitive information.
Ability to work independently, prioritize tasks, and solve problems proactively.
Experience working in a school district or public sector setting is a plus
Physical Demands
Prolonged periods of sitting and working on a computer.
Occasional standing, walking, and lifting of materials (up to 20 pounds).
Ability to communicate effectively with staff and external parties, both in person and by phone or email.
Must be able to drive a vehicle from building to building when requested.
Terms of Employment
Full-time, year-round position with regular office hours.
Occasional evening or weekend hours may be required for special projects or events.
Travel to schools within the district.
Salary and benefits as established by District U-46 under the guidance of the Board of Education.
The salary range for this position is $54,752.00 – $82,139.00. It is our typical practice to hire in between the minimum and midpoint ($68,457.00).
Attachment(s):
Non Union Classified 12 Month 2025.pdf
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Title: Contract Paralegals | Docket Specialists | Legal Assistants
Company: MedScope Advisors
Location: New York, NY
