Administrative, Clerical, Support, Meetings/Expositions/Events, Project Management/Program Development
4 Year Degree
Reporting to the CEO & Executive Director and serving as an integral member of the management team, the director will be responsible for planning, organizing, coordinating, and overseeing the work of staff performing difficult and complex professional, technical, and administrative support related to 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; development and management of elections and committees; and 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
Plans, manages, and oversees the daily functions, operations, and activities of assigned department, division, program, or service.
Participates in the development and implementation of goals, objectives, policies, and priorities for assigned area; recommends within policy, appropriate service and staffing levels; recommends and administers policies and procedures.
Participates in the development, administration and oversight of assigned budgets.
Develops and standardizes procedures and methods to improve and continuously monitor the efficiency and effectiveness of assigned programs, service delivery methods, and procedures; assesses and monitors workload, administrative and makes recommendations to Association leadership and senior management for implementation.
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 CEO & Executive Director on project status, developments and opportunities.
Participates in 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 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.
Manages and negotiates contracts with hotels and vendors for events and meetings.
Takes minutes, records all actions taken, oversees the event logistics, evaluates the effectiveness of the events and provides follow up.
Participates in and manages member committees and facilitates committee work to ensure they operate within the organization’s mission and goals.
Participates with creating, developing and managing content for the organization’s web site.
Oversees the department’s database management.
Assists in the development, revisions, and maintenance of policy and procedure manuals governing assigned areas.
Serves as a liaison to employees, the public, private organizations, community groups, and government and school district officials; provides consultative services and advice on assigned areas; testifies before regulatory agencies in areas of expertise.
Monitors changes in regulations and legislative issues that may affect assigned functions and operations; implements policy and procedural changes after approval.
Receives, investigates, and responds to difficult and sensitive problems and complaints in a professional manner; identifies and repots finding and takes necessary corrective action.
Reads and demonstrates an understanding and adherence to CSBA values, policies, and practices.
Demonstrates respect, honesty and professionalism at all times.
Other duties as assigned by the CEO & Executive Director.
This position provides for a wide variety of independent decision-making, within legal and general policy and regulatory guidelines. 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.
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.
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.
EDUCATION & EXPERIENCE
Any combination of training and experience equivalent to a bachelor’s degree with major coursework in business administration, public administration, finance, education, government, legal or political sciences, or a related field and five (5) years of increasingly responsible experience in assigned area of responsibility, including two (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.
Must be able to travel overnight on occasion throughout the state of California.
Must have the dexterity and mobility to facilitate or present information to a group, access, enter, and retrieve data using a computer keyboard or calculator, and operate standard facilitation equipment.
Frequent travel preferably by car. Proof of insurance and a clean DMV record may be required.
LICENSES & CERTIFICATIONS
Possession of, or ability to, obtain a valid California Driver’s license by time of appointment.
About California School Boards Association
The California School Boards Association is the essential voice for public education. We inspire our members to be knowledgeable leaders, extraordinary governance practitioners and ardent advocates for all students. CSBA strengthens and promotes school board governance. We define and drive the public education policy agenda through advocacy, training, and member services. Strong local boards of education are essential to ensure a high-quality education for every student in every community.