Administrative Assistant to the Superintendent - Van Buren Intermediate School District : Job Details

Title: Administrative Assistant to the Superintendent Reports To: Superintendent Job Goal(s): The overall job goal of the Administrative Assistant to the Superintendent is to provide responsible and confidential secretarial and administrative support services to the Superintendent and the Board of Education in a professional and positive manner. Work Schedule: 7.5 hours per day; 37.5 hours per week, 260 days per year Minimum Qualifications: Education: Associate's or Bachelor's degree in business administration, education, communications, office management or a related field preferred Work Experience: Minimum of three to five years of relevant and successful administrative assistant experience in a school setting is preferred Skills:

• Personal management skills relative to organization and prioritizing including showing initiative and communicating effectively with others.
• Demonstrate an ability to maintain confidentiality and work cooperatively as a team member showing flexibility and leadership in assigned tasks.
• Serve as the face of the organization with a friendly and respectful demeanor.
• Ability to work well under pressure, with attention to detail
• Proficient in Microsoft Office and Google applications 6) Professional verbal and written communication skills
• Self-motivated with the ability to work with little direction
• Knowledgeable in school accounting and finance practices

Essential Job Functions:

• Valid Driver's License required
• Administrative & Clerical Support - Provide direct support to the Superintendent and Board of Education, ensuring efficient workflow and confidentiality of district information.
• Meeting & Calendar Coordination - Arrange and schedule appointments, meetings, and travel/conference arrangements for the Superintendent and Board of Education.
• Board Meeting Preparation - Post board meeting notices, prepare and distribute board packets, ensure Open Meeting Act requirements are met, and set up board meeting venues.
• Board Meeting Attendance - Attend regular and special board meetings as directed by the Superintendent and act as a substitute for the official board secretary as needed.
• Policy Management - Oversee and update district policies and guidelines in coordination with Thrun Law Firm.
• Communication & Liaison Duties - Coordinate communications between the Superintendent, Board of Education, district administrators, school employees, community members, and external agencies.
• Conference Center Collaboration - Collaborate with the Conference Center Coordinator, ensuring effective event coordination, SCECH processing, and presentation logistics.
• Confidential Records Management - Establish, maintain, and organize a variety of confidential files and records including responding to assigned FOIA requests.
• Executive Administrative Support - Exercise independent judgment in assisting the Superintendent with administrative tasks, requiring knowledge and interpretation of district policies and procedures.
• Information & Inquiry Support - Provide background information to the Superintendent for responses to inquiries from administrators, staff, parents, and students.
• Pupil Accounting Support - Serve as the district's liaison to the pupil accounting auditor and ensure audits are completed as required by state law, maintaining accurate records, and submitting state reports through MSDS and EEM.
• Superintendent and Director Council Support - Support the Superintendent with the preparation of Superintendent and Director Council meetings
• School Board Association Support - Assist with the coordination and preparation of materials or events held by the Van Buren County Association of School Boards.
• Confidentiality & Discretion - Handle sensitive district matters with professionalism and ensure compliance with legal and ethical standards.
• Stakeholder Coordination - Serve as a key point of contact between the Superintendent's Office and internal/external stakeholders, ensuring timely and professional communication.
• Document & Report Preparation - Draft correspondence, reports, presentations, and meeting minutes as needed.
• Policy & Procedure Adherence - Understand and work within the scope of authority, adhering to district policies and state regulations.
• Office & Project Management - Assist with special projects, research initiatives, and operational improvements within the Superintendent's Office.
• Technology Proficiency - Utilize Microsoft Office, Google Suite, BoardBook, MSDS, EEM, and other district-specific software for effective workflow management.
• Additional Responsibilities - Perform other tasks, duties, and responsibilities as assigned by the Superintendent.

Terms of Employment: As per master agreement and provisions established by the Van Buren Board of Education. This posting and our online application can be found on the Van Buren ISD's website at www.vbisd.org under Employment. If you do not have access to a computer with internet access, you may use a computer at VBISD by calling 269-###-####. Position is open until filled. In-house staff must fill out the online internal application.