Manager, Executive Office

  • California School Boards Association
  • 3251 Beacon Boulevard, West Sacramento, CA, USA
  • Jun 02, 2021
Full time Education Management Nonprofit-Social Services Professional Services

Job Description

  • SUMMARY

    Under general direction of the Director, Executive Office Administration and Leadership Support, the position assists with managing, planning, organizing and coordinating the work of the Executive Office, , the Board of Directors, Executive Committee and the Delegate Assembly.  Independently provides leadership assistance while also assisting or facilitating meetings at all levels; assisting with the development and management of elections and committees; and assisting with the development and management of event and meeting content. The position works closely with members, committees, staff, partner organizations and others.  Provides overall project management including; communication with Association members, CSBA staff, and committees, including proofing, reviewing, formatting, and editing documents.  

     

    ESSENTIAL DUTIES & RESPONSIBILITIES

    • Reads and demonstrates an understanding and adherence to Association values, policies, and practices.
    • Demonstrates respect, honesty and professionalism at all times.
    • Collaborates and coordinates with teams and individuals internal and external to Association, including sponsors and other partners.
    • Provides direct comprehensive organizational support and administrative assistance in the Executive Office, and to the officers, the Board of Directors and the Delegate Assembly.
    • Provides highly complex staff assistance to Association leadership and senior management; develops and reviews staff reports and other necessary correspondence related to assigned activities and services.
    • Regularly performs significant and recurring administrative and managerial tasks with high degree of initiative and independence, and with great attention to detail on numerous projects.
    • Participates in the implementation and management of events and meetings by conducting regular planning meetings and maintaining established timelines.
    • Reports to Director on project status, developments and opportunities.
    • Assists the Director with the successful planning, coordination, management, participation and execution of Board of Director, Delegate Assembly and organizational meetings. 
    • Works directly with and provides staff support to the Executive Committee, Board of Directors, Delegate Assembly and CEO & Executive Director. 
    • Attends and participates in professional group meetings; stays abreast of new trends and innovations in assigned field; researches emerging products and enhancements and their applicability to Association needs.
    • Continuously monitors and manages the efficiency and effectiveness of assigned projects, service delivery methods, and procedures; manages and monitors workload.
    • Assists the Director with managing and negotiating contracts with hotels and vendors for events and meetings.
    • Assists the Director with organizing and managing events, determining, developing and preparing agendas and materials. 
    • Takes minutes, records all actions taken, oversees the event logistics, evaluates the effectiveness of the events and provides follow up.
    • Assists the Director with overseeing and managing member committees and facilitating committee work to ensure they operate within the Association’s mission and goals.   
    • Engages in regular communications with members and prospects about Association offerings and member needs.
    • Participates with creating, developing and managing content for the Association’s web site.
    • Attends and participates in professional group meetings; stays abreast of new trends and innovations in assigned field; researches emerging products and enhancements and their applicability to Association needs.
    • Oversees the department’s database management.
    • Manages and participates in all activities related to assigned function.
    • Other duties as assigned by the Director or CEO & Executive Director. 

     

    SUPERVISORY RESPONSIBILITIES

    This position may be required to manage and direct other staff, with the responsibility of overall direction, coordination, and evaluation of those roles.  This position will carry out supervisory responsibilities in accordance with the Association’s policies and all applicable laws.  Overall responsibilities of this position include, but may not be limited to, interviewing, training, timekeeping and wage & hour management, planning, assigning, and directing work, appraising performance, rewarding and disciplining employees, and addressing and resolving complaints.

     

  • Requirements

    QUALIFICATIONS

    Knowledge of:

    • Organization and function of non-profit organizations, boards, and commissions.
    • Principles, practices, and service delivery needs related to assigned events and training programs.
    • Procedures for planning, implementing, and maintaining a variety of events, training programs, and activities.
    • Principles and practices of events and training program development, management, implementation, review, analysis, and evaluation.
    • Principles and practices of contract administration.
    • Principles and practices of member organizations, including an understanding of bylaws and standing rules.
    • Research and reporting methods, techniques, and procedures.
    • Experience leading and managing committees/teams
    • Sources of information related to a broad range of education policy and programs.
    • School Board governance and education policies.
    • Record keeping principles and procedures.
    • Modern office practices, methods, and computer equipment and applications related to the work
    • English usage, grammar, spelling, vocabulary, and punctuation.
    • Principles and practices of business letter writing, report formatting and preparation, data collection, information management, record keeping principles and procedures, and business mathematics and statistical techniques.
    • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Association staff.

     

    Abilities

    • Assist in the development of goals, objectives, policies, procedures, work standards, for assigned events and projects. 
    • Commitment to the Association’s values, mission and goals.
    • Consistently demonstrate high standards of excellence and sound judgment in application of policies and practices in handling matters with the elected leadership.
    • Exceedingly well organized and detail oriented.
    • Occasional regional and national travel required.
    • Maintain confidentiality at all times.
    • Strong organizational, problem-solving and managerial skills.
    • Plan, prepare and manage event and training program schedules, staffing schedules, reports, and other related materials.
    • Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
    • Prepare clear and concise reports, correspondence, policies, procedures and other written materials
    • Possesses strong verbal and written communication skills.
    • Effectively supports the Association in meetings with member organizations, other education institutions, governmental agencies, community groups, and various businesses, professional and regulatory organizations, and in meetings with the public. 
    • Establish and maintain a variety of filing, record keeping, and tracking systems.
    • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
    • Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
    • Use English effectively to communicate in person, over the telephone, and in writing, using excellent interpersonal, written and oral communication skills, including exceptional grammar, editing and proofing abilities.
    • Use tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines.
    • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of performing duties and responsibilities.
    • Apply knowledge and demonstrate common sense and good judgment, participate in and/or coordinate various projects involving participation of other departments; organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.

     

    EDUCATION & EXPERIENCE

    • Any combination of training and experience equivalent to a bachelor’s degree or higher with major coursework in Business administration, education, education policy, management, marketing, public relations, business administration, public administration, or related field and five (5) years of experience in education or education policy, marketing, project management, or related field, including 2 years of supervisory and/or administrative experience.

     

    ENVIRONMENTAL ELEMENTS & PHYSICAL DEMANDS

    • Employee works in a primarily sedentary office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. 
    • Employee is personally responsible for following health and safety guidelines, instructions, and policies.
    • Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and computer screen, and hearing and speech to communicate in person, and over the telephone; must be able to bend, stoop, kneel, reach, push and pull drawers open and closed in the execution of duties.
    • Must be able to sit at computer for long periods of time and have the dexterity to access, enter, and retrieve data using a computer keyboard or calculator, and operate standard office equipment.
    • Employee must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds, hand truck available to assist.
    • Travel to various training, workshops, and meeting sites required.

     

    LICENSES & CERTIFICATIONS

    • Possession of, or ability to, obtain a valid California Driver’s license by time of appointment.