FRAMINGHAM PUBLIC SCHOOLS

OFFICE OF HEALTH & WELLNESS

TITLE:

Executive Assistant to the Office of Health & Wellness

POSITION SUMMARY:

To assist the Director of Health & Wellness in the day-to-day operations, planning, organization, and control of an efficient office that provides the maximum benefits to the students, teachers, administrators, and citizens of Framingham.

OUR MISSION:

Framingham Public Schools is committed to excellence for all students. A core value, embedded in the district’s philosophy and goals, is that “all children will learn”. Offering equitable access to education to all of our students hinges largely on providing the highest quality teachers in every school and classroom.

Diversity among teachers undoubtedly advances the academic achievement of students. Compliance obligations establish the baseline; as a district, Framingham Public Schools are committed to achieving, developing, and maintaining a workforce reflective of the rich racial, linguistic, and cultural diversity of our students. Framingham Public Schools aims to teach our children, and ourselves, to be culturally proficient and inclusive in order to live, learn, and work together in a vibrant and diverse world.

Indeed, Framingham Public Schools is committed to inspiring our school community to be accepting and willing to learn from individuals with differing backgrounds. Our goal is to reflect the diverse community we serve and create a great place to work for everyone by embracing the individual skills, perspectives, and experiences our people bring to the workplace and harnessing these for high performance and improved service delivery. We want our employees to feel included, valued, and respected and have access to equal opportunity, which supports full participation at work. Framingham Public Schools seeks to retain the diverse talent in our workforce and support our people to maintain a long and productive working career.

Framingham Public Schools is dedicated to the goal of building a culturally diverse and pluralistic faculty committed to teaching and working in a multicultural environment and strongly encourages applications from minorities and women.

CERTIFICATES, LICENSES, REGISTRATIONS:

An Associate’s or Bachelor's Degree from an accredited college or university is preferred.

TRAINING AND EXPERIENCE:

Minimum of five years’ experience as an Administrative/Executive Assistant to an Executive.

SKILLS AND ABILITY:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Computer skills and knowledge of appropriate applications including Microsoft Office, X2, MUNIS, and Google are essential. Demonstration of supervisory skills and commensurate experience, ability to establish and maintain organized office systems and procedures, effective interpersonal skills, ability to communicate effectively verbally and in writing, ability to maintain the confidentiality of information, ability to take notes and transcribe information, ability to work independently and take initiative to recommend and pursue relevant projects and ability to conduct research and produce reports. Ability to embrace and adapt to changes in procedures and job duties, if needed, due to process improvement, change in law, and/or new systems that may be implemented to better streamline the needs of the department(s).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The essential functions or duties listed below are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related, or a logical assignment to the position.

Administrative:

• Respond to questions by the community and staff via in-person, email, and/or telephone.
• Prepare documents using Microsoft Office, Word, Excel, PowerPoint, Google Docs, Google Sheets, and other systems used by the district.
• Provide administrative support to the Department PBIS Coordinator, Attendance Officer, McKinney Vento Clinical Care Coordinator, and the SEMH team.
• Maintain and monitor the office’s calendar.
• Schedule, coordinate dates, and reserve room or building permits for all staff and team meetings, including School Nurses, Social Workers, School Counselors, Psychologists CPI, PBIS, Section 504 Coordinators, Wellness Committees, and ESHS meetings
• Complete all administrative tasks associated with transportation required due to the medical needs of students.
• Coordinate the disposal of medical waste across the district.
• Completes all administrative tasks associated with the district’s Wellness Initiative and Emergency Planning
• Completes all administrative tasks associated with Section 504, including support to district 504 coordinators with regard to utilizing X2 to create plans.

Personnel:

• Assist with all requests made by the school nurses related to their need for substitute nurses for sick, personal, and professional development days.
• Manage and maintain the absence management system and request nurse substitutes for absent employees. Communicate such absences and substitute coverage to the school’s administrative support staff.
• Organize nursing substitute coverage for Kindergarten Screening as well as all state-mandated screenings (vision, hearing, BMI)
• Manage and maintain the time & attendance system and report weekly and biweekly payroll or billheads for the Office of Health and Wellness, including Director, Assistant Director, SEHM Behavior team, Mckinney Vento Coordinator, PBIS Coordinator, Attendance Officer, School Physician, School Nurses, Substitute Nurses, and Tutors.
• Monitors licensure of all school nurses employed by the district, including RN, DESE, and CPR.
• Process staff mileage reports and billheads.
• Assist with steps of the hiring process, scheduling interviews, and follow-up with candidates.
• Makes appointments for performance evaluations.
• Register Director, Assistant Director, and other department staff for PD’s outside of the district
• Obtain PD approvals for department staff (100+ staff)

Accounting/Inventory:

• Assist with the purchase and distribution of supplies, including large medical/health supplies and testing materials for the Office of Health & Wellness and its sub-locations such as school health rooms.
• Track all RC budget expenses and reconciles monthly reports from the accounting system.
• Coordinate all service agreements and contracts for outside vendors
• Obtain W-9 forms from new vendors to be entered into the accounting system.
• Manage vendor’s engagements for all necessary health and wellness equipment repair for all health locations across the district.
• Coordinates with the appropriate vendor for monitoring of all AEDs across the district.
• Coordinates and facilitates all administrative tasks associated with departmental grants, including but not limited to DPH ESHS Grant.
• Coordinates all administrative tasks and monthly expenditures associated with Home/Hospital tutoring, including collaboration with district guidance counselors, physicians, and tutoring agencies to organize tutoring.

Other:

• Assume additional responsibilities as directed by the Director of Health & Wellness.

PHYSICAL WORKING CONDITIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employees work in an office with moderate noise levels (such as computers and printers) and controlled temperature conditions. The position requires frequent sitting, standing, walking, and reaching with hands and arms occasionally. Ability to talk and to hear continuously. Ability to lift up to 20 pounds periodically. Finger dexterity is required continuously for the normal work shift, such as for typing, filing, dialing the phone, etc. Some travel between schools may be necessary, so the ability to operate a motor vehicle and maintain a valid Driver’s license is required.

REPORTS TO:

Director of Health & Wellness

SUPERVISORY RESPONSIBILITIES:

Not Applicable.

FAIR LABOR STANDARDS ACT (FLSA) CLASSIFICATION:

This position is classified as non-exempt.

TERMS OF EMPLOYMENT:

Covered under the Administrative Support Contract (Unit S).

This is a twelve-month position.

Please note that all internal candidates would remain on the same step.

HELPFUL LINKS:

Framingham Secretarial Association (Unit S) Contract

Click here for more information about our amazing benefits!

Framingham Public Schools provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Framingham Public Schools complies with applicable state and local laws governing nondiscrimination in employment in every location in which the District has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Framingham Public Schools expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.