Job Title: Coordinator, CEO Logistics & Operations
Office: Office of the Chief of Staff
Date Posted: 11/18/2020
Salary Range: 1-5 / $67,376 - $76,022
The Office of the Chief of Staff works to maximize DCPS' collective impact through ensuring strategic and data-based decisions, sharing DCPS successes through effective communications, and building citywide government partnerships.
The Coordinator, CEO Logistics and Operations is responsible for providing administrative and operational support for the Officer, Communications and Engagement Office (CEO). This includes directly supporting the overall work of the Officer, management of the Officer's schedule, and providing administrative and fiscal support to all CEO and some of the members of the Office of Chief of Staff (OCOS). The Coordinator will also support specific strategic initiatives focused on enhancing organizational culture, improving cross-functional collaboration to ensure that the Office is operating effectively, and providing technical support to teams in CEO and OCOS on special projects or new initiatives.
The Coordinator, CEO Logistics & Operations will report to the Officer, Communications and Engagement Office.
Essential Duties and Responsibilities
The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties, and/or skills required. Other duties may be assigned.
Oversees the senior leader's calendar, scheduling meetings that involve multiple stakeholders and addressing conflicting appointments.
Serves as the primary owner of monitoring and tracking all Office of the Chief of Staff (OCOS) budget expenditures, including utilizing budget development and management tools, databases, and financial systems.
Provides monthly budget updates, with the support of Core team budget specialists, to the OCOS leadership team regarding current spending, upcoming procurement needs, and deadlines.
Schedules and supports coordination and facilitation of important events and meetings for the entire office, including owning and developing the agenda for recurring OCOS and CEO staff meetings, assisting with staff retreats or leadership team meetings, etc.
Assists the Officer in addressing human resource issues and engaging in organizational effectiveness efforts, including performance evaluation tracking, mandated training completion, and other office-wide deadlines.
Assists with large-scale, cross-district programs or initaitives that involve coordinating with multiple internal and external stakeholders.
Assists with tracking progress of key projects and initiatives within the Officer's scope of responsibilities; ensures proper follow-through on tasks, initiatives and directives; and flags key issues of concern.
Stays closely aware of projects, initiatives, and emerging issues across schools and DCPS and informs the Officer of any that could require communications action.
Provides front desk coverage in the absence of the front desk assistant; receives telephone calls, visitors, and guests to the Office; and responds to and assists in resolving a variety of inquiries.
Works closely with hiring managers within CEO to develop a deep understanding of the unique needs and cultures of each team to ensure talent needs are always met.
Serves as an on-boarding team member for CEO staff providing welcome presentations and initial on-boarding support to new members of the Office; and ensures that all CEO staff have the materials and technology that they need to complete their work efficiently and with quality.
Tracks and reports progress of projects through use of various computer programs and tools.
Manages key external relationships, including relationships with vendors and team members outside of the Office and agency.
Refines and improves project management process; identifies patterns/trends in issues across multiple projects; and develops longer-term, systematic solutions to address them.
Drafts and distributes both internal and external communications, including emails, newsletters, PowerPoint Presentations, and flyers about the work of CEO.
- Bachelor's degree and two to four years of related work experience.
- Master's degree preferred.
- Previous exposure to or experience in the education sector a plus.
- Previous experience in executive administrative support and/or office management capacity strongly preferred.
- Microsoft Word, Outlook, Excel, and PowerPoint.
- Exceptional written and verbal communication skills.
- Outstanding interpersonal and teamwork skills.
- Ability to learn quickly, work in a fast-paced environment, and multi-task effectively.
- Detail-oriented with the ability to proactively manage workflow and a complex schedule, facilitate communications and correspondences, and operate with considerable independence and discretion in a fast-paced executive office.
- STUDENTS FIRST : We recognize students as whole children and put their needs first in everything we do.
- COURAGE : We have the audacity to learn from our successes and failures, to try new things, and to lead the nation as a proof point of PK-12 success.
- EQUITY : We work proactively to eliminate opportunity gaps by interrupting institutional bias and investing in effective strategies to ensure every student succeeds.
- EXCELLENCE : We work with integrity and hold ourselves accountable for exemplary outcomes, service, and interactions.
- TEAMWORK : We recognize that our greatest asset is our collective vision and ability to work collaboratively and authentically.
- JOY : We enjoy our collective work and will enthusiastically celebrate our success and each other.