Staff assistant

This position is an anticipated vacancy. It is expected to be vacant, 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, and you may start the year as a Long-Term Substitute if the position does not become vacant by the start of the school year.

REPORTS TO: Executive Director of Facilities Management

Position Overview

The Staff Assistant provides essential administrative, scheduling, and operational support to the Facilities Management Department, working under the supervision of the Executive Director and in collaboration with the Deputy Director. The Staff Assistant is responsible for supporting office operations, internal communications, and the logistical needs of the department. This position plays a critical role in supporting the overall efficiency of Facilities Management and its services to Boston Public Schools.

Responsibilities

Duties shall include, but are not limited to, the following:

Administrative and Scheduling Support

• Coordinate calendars, schedule meetings, and assist with time-sensitive appointments for the Executive Director and Deputy Director.
• Collaborate with the COO’s special assistant and respond to all inquiries and requests.
• Prepare ED and leadership meeting agendas, take meeting notes, and follow up on action items as needed; maintaining confidentiality standards.Manage daily office operations, including ordering and maintaining office supplies, organizing shared spaces, and tracking department materials.
• Prepare and maintain departmental records, reports, spreadsheets, and forms, including compliance documentation and internal tracking tools.
• Submit requisitions and/or purchase orders for all the office supplies needs and technology requests.
• Maintains a tracking system for all permits issued by our office, including issuing invoices and receiving and processing revenue checks for permits and rental agreements.
  
  

Project and Operational Support

• Assist directors and managers with departmental initiatives, including project coordination, communications and documentation.
• Support planning and coordination of events such as departmental retreats, trainings, seasonal operations (e.g., school opening), and internal project milestones.
  
  

Customer and Stakeholder Communications

• Draft and edit internal and external correspondence, ensuring clarity, accuracy, and alignment with BPS standards.
• Support family and community engagement efforts when needed, including coordination of incoming communication and responses.
  
  

Other Duties As Assigned

• Provide general support to ensure the effective functioning of the Facilities Management office.
• Carry out other related duties in support of the department’s mission and goals, as assigned by the Executive Director or designee.
  
  

Minimum Qualifications – Required

• Associate’s Degree and/or at least three (3) years of experience providing administrative or operational support in a fast-paced office environment.
• Strong organizational and time management skills; ability to manage multiple tasks and meet deadlines.
• Excellent verbal and written communication skills.
• Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook), Google Suite, and web-based platforms.
• Demonstrated ability to exercise discretion in handling confidential and sensitive information.
• Demonstrated ability to work both independently and as part of a team.
• Current authorization to work in the United States and residency in the City of Boston (by the first day of employment).
• Ability to work occasional flexible hours based on operational need.
  
  

Preferred Qualifications

• Associate’s or Bachelor’s degree in business, public administration, or related field.
• Prior experience working in K–12 education or within municipal systems.
• Familiarity with Boston neighborhoods and Boston Public Schools.
• Experience supporting senior-level staff or department leadership.
  
  

TERMS: Managerial, B22

The Boston Public Schools, in accordance with its nondiscrimination policies, does not discriminate on the basis of race, color, age, criminal record, physical or mental disability, pregnancy or pregnancy-related conditions, homelessness, sex/gender, gender identity, religion, national origin, ancestry, sexual orientation, genetics, natural or protective hairstyle, military status, immigration status, English language proficiency, or any other factor prohibited by law in its programs and activities. BPS does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals’ dignity or interferes with their ability to work or learn. If you require an accommodation pursuant to the ADA for the application process, please contact the Accommodations Unit at [email protected].