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Position Title: Manager, Executive Office

Position ID: DB-001

Salary: Based on experience

Closing Date: Open Until Filled

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Summary

Under general direction of the Sr. Director, Executive Office, the position assists with managing, planning, organizing and coordinating the work of the Executive Office, Executive Officers, the Board of Directors 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.

Responsibilities

  • Reads and demonstrates an understanding and adherence to CSBA values, policies, and practices.
  • Demonstrates respect, honesty and professionalism at all times.
  • Collaborates and coordinates with teams and individuals internal and external to CSBA, 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 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 Sr. Director on project status, developments and opportunities.
  • Assists the Sr. Director with  the successful planning, coordination, management, participation and execution of Board of Director, Delegate Assembly and organizational meetings
  • 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.
  • Works directly with and provides staff support to the Executive Committee, Board of Directors, Delegate Assembly and 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 Sr. Director with managing and negotiating contracts with hotels and vendors for events and meetings.
  • Assists the Senior 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 Senior Director with overseeing and managing member committees and facilitating committee work to ensure they operate within the organization’s mission and goals. 
  • Engages in regular communications with members and prospects about organizations offerings and member needs.
  • Participates with creating, developing and managing content for the organization’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 Sr. Director or Executive Director.

Experience, Knowledge, and Abilities

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.
  • 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 demonstrates 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.
  • Experience leading and managing committees/teams.
  • 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 represent 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.
  • Interpret, apply, explain, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations.
  • 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.

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 organization'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.

Preferred Qualifications

  • Any combination of training and experience equivalent to a bachelor’s degree or higher with major coursework in 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

Special Conditions of Employment

Applicants must possess a valid California driver’s license, proof of insurance and reliable transportation for use on Association business.

Application Procedure

Cover letters, resumes and applications should be submitted in Word or PDF format as an attachment and emailed to jobs@csba.org. The application may be scanned and included with your submission. Please include the Job Title and Job ID in the subject line of your email. Please indicate your salary requirements and salary history in your cover letter. Your application packet may also be faxed with a cover page to the attention of Human Resources at (916) 669-3321, or mailed to California School Boards Association ATTN: Human Resources 3251 Beacon Blvd, West Sacramento, CA 95691. EOE