Project Assistant

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TO APPLY:

Visit:

https://www.edjoin.org/Home/JobPosting/2231470 Online applications only; no paper copies will be accepted.

DEFINITION

Under the direction of the Senior Director of the Back 2 Work (B2W) department the Project Assistant B2W provides administrative support by performing highly complex and responsible division coordination, administrative, supervisory and management duties, including budget management. The Project Assistant-B2W supports the B2W team in designing, innovating, developing and delivering resources as part of grants, projects, events and trainings sponsored and/or hosted by Butte County Office of Education (BCOE). The Project Assistant-B2W will utilize state-of-the-art methods and strategies to support the execution and advancement of projects including the use of advanced technologies, such as: web design platforms, cloud-based applications, contract summations and innovative presentations and displays.

ESSENTIAL DUTIES

(Include, but are not limited to the following.) 1. Maintain comprehensive statistical, informational and financial records; maintain and monitor budgets; assemble, edit and summarize division correspondence; anticipate project needs and delegate to support staff accordingly 2. Develop and deliver event information to the public using various electronic platforms 3. As a collaborative team member, manage B2W grants and projects from concept and creation to execution of the training/event/project, with delegation of tasks to support staff when applicable 4. Research and/or create multiple tools to evaluate project effectiveness and value 5. Perform extensive project management responsibilities exercising a high level of independent judgment within established policies; requires an extensive knowledge of division and program information 6. Create and use data bases to monitor budgets, conference registration systems, vendor accounts, contracted human resources, and a variety of informational and statistical records 7. Attend meetings to monitor discussions and actions pertinent to area of responsibility and translate discussions into action plans 8. Create information in the form of flyers and/or graphics; post information on webpage(s) related to event registration; monitor and communicate with attendees/vendors regarding events and meetings 9. Research information and independently draft correspondence, memos, and reports associated with own work or the work of an administrative superior; collect, analyze, synthesize, interpret and report data in both narrative and statistical formats 10. Develop procedures, systems, and forms necessary to complete work and to ensure efficient flow of information and delivery of service to BCOE division staff 11. Assist with the supervision and evaluation of division clerical staff; provide leadership, direction, support, training, and work assignments; monitor completeness, timeliness and accuracy of work performed 12. Establish and maintain liaisons with school districts, county agencies and other partners 13. Negotiate and administer contractual and operational agreements in compliance with program requirements 14. Establish and maintain a communication plan to disseminate information and feedback for project/program participants 15. Meet with management level supervisors to facilitate division interaction and avoid duplication of services and duties 16. Assist with training in approved/supported software and other related approved/not supported computer applications for staff as needed; develop and maintain division webpage 17. Engage in professional development to support professional growth and goals and to build expertise; support professional development activities and provide training to B2W staff 18. Perform highly responsible duties as the primary and confidential Project Assistant-B2W to the supervisor relieving the administrator of a variety of administrative details; plan, coordinate and organize office and division activities and flow of communications for the administrator; maintain confidentiality of privileged and sensitive information 19. Travel locally and occasionally throughout the state in the performance of duties 20. Establish and maintain filing systems

QUALIFICATIONS

KNOWLEDGE OF:

1. Advanced public relations techniques 2. Current technological practices for BCOE approved software and hardware used at BCOE 3. Proper grammar, punctuation, spelling, capitalization, and sentence structure 4. Principles of work organizational planning; processes used to develop short and long-range goals and objectives 5. Strategies for coordinating a number of work activities between and among staff within the division, staff outside the division, the public, and other appropriate parties 6. Strategies for assisting with the delegation of tasks to clerical support staff; principles and practices of collaboration, coaching, mentoring, training, and professional development 7. Management principles and practices, including personnel hiring, budget development and monitoring, contracts and agreements, program and office operations, reporting and record keeping 8. Methods of collecting and organizing data and information 9. Business letter and report writing, editing and proofreading 10. Applicable laws, codes, regulations, policies and procedures

ABILITY TO

1. Perform a variety of highly complex and sensitive functions of an administrative nature requiring independent decision-making within established policies; work productively with independent initiative 2. Write effectively; compose correspondence and other written material within broad guidelines 3. Recreate, transform, and/or modify existing models, projects, plans, etc. 4. Communicate effectively with divergent populations regarding technical information and clearly explain decisions and services, and resolve problems 5. Organize, establish and maintain a data management, storage and retrieval system; perform advanced data processing and word processing functions associated with the entry, retrieval, and report generation 6. Combine graphic layouts and design with written text to develop professional camera-ready publications; develop and maintain division webpage 7. Develop and maintain effective working relationship and collaboration with staff, other divisions, district personnel and the general public 8. Demonstrate proficiency in the use of telecommunications and applications of computer technologies; develop and provide training, technical assistance, and professional development supporting the growth and capacity of staff 9. Maintain confidentiality of sensitive information 10. Interpret, apply and explain laws, codes, rules, regulations, policies and procedures 11. Meet schedules and time lines 12. Travel locally and throughout the state as necessary

EXPERIENCE AND TRAINING

1. High school diploma 2. Minimum of two (2) years of college level coursework or training/experience equivalent to the completion of two years of training in administrative and office management courses with emphasis in computer applications and technology 3. Four years of broad, varied and increasingly responsible secretarial and/or office management experience with demonstrated success 4. Webpage training/experience 5. Project management experience required 6. Possession of California Driver's License and appropriate automobile insurance

PHYSICAL REQUIREMENTS

Occasional (less than 25%) Ability to bend and twist, stoop, and kneel Ability to lift 40 pounds Ability to carry 25 pounds Ability to stand for extended periods of time Often (25 - 50%) Sufficient mobility to move about an office Very Frequent (76%) Ability to stand and move around an office Ability to work at a desk, conference table, or in meetings of various configurations Ability to see for purposes of reading printed matter and observing students and staff Ability to hear and understand speech at normal levels Ability to communicate so others will be able to clearly understand Ability to operate office equipment Ability to reach in all directions Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job.

NOTE:

This list of essential functions and physical requirements is not exhaustive and may be supplemented as necessary in accordance with the requirements of the job.

OTHER:

1. To comply with the Immigration Reform and Control Act of 1986, all new employees must provide proof of identity and authorization to work in the United States. 2.

FINGERPRINTING FOR CONDUCTING A BACKGROUND INVESTIGATION IS

REQUIRED and completed upon offer of employment.

TO APPLY

Visit:

https://www.edjoin.org/Home/JobPosting/2231470 Online applications only; no paper copies will be accepted.

TO APPLY

Visit:

https://www.edjoin.org/Home/JobPosting/2229261 Online applications only; no paper copies will be accepted. All online applications must be accompanied by the following attachments; Incomplete applications will not be accepted

• Cover Letter
• Resume
• Three letters of recommendation required, current letters preferred
• Proof of Minimum of two (2) years of college level coursework or training/experience equivalent to the completion of two years of training in administrative and office management courses with emphasis in computer applications and technology