Procedures

453

AP 453.5 - Role of Executive Assistant - Education Services

Guided by the Division’s mission statement, vision, mandate, beliefs and values, the Executive Assistant (Education Services) will assist the Associate Superintendent (Education Services) in fulfilling the general and specific aspects of the role description for the Superintendent as defined in the School Act and Board policy.

Procedures

The Executive Assistant (Education Services) is directly responsible and accountable to the Associate Superintendent (Education Services).

The Executive Assistant (Education Services) will have specific responsibilities for:

  1. Education Services
    1. Compiles Associate Superintendent (Education Services) report to the Board, Superintendent and Superintendent’s Leadership Team.
    2. Provides executive assistant support for Board subcommittees as required.
    3. Provides executive assistant support for students with diverse learning needs.
    4. Provides logistical support for Attendance Board Hearings. 
    5. Reviews and modifies agreements and contracts as directed by the Associate Superintendent (Education Services).
    6. Provides executive assistant support for the FSLC Program.
    7. Assists the Directors of Learning with executive assistant support for professional learning days.
    8. Manages the Learning Support Teacher Team online site.
    9. Facilitates registration, transportation and accommodation requirements for conferences.
    10. Prepares and communicates decisions within areas of responsibility, as directed by the Associate Superintendent (Education Services).
    11. Provides support to the Education Services Team in the acquisition of resources, as needed.
    12. Provides executive assistant support to the Associate Superintendent (Education Services).
    13. Provides support to the Early Learning Program.
    14. Provides support to the online school, Palliser Beyond Borders, as required.
  2. Fiscal Responsibility
    1. Assists the Associate Superintendent (Education Services) with fiscal management.
    2. Assists the Associate Superintendent (Education Services) with financial reporting to granting agencies. 
    3. Operates in a fiscally prudent and responsible manner.
  3. Policy/Administrative Procedures
    1. Assists the Associate Superintendent (Education Services) in the planning, development, implementation and evaluation of Administrative Procedures within areas of responsibility.
    2.  Ensures the application of Board policy and Administrative Procedures as required in the performance of duties.
  4. Organizational Management
    1. Within areas of responsibility, demonstrates effective organizational skills resulting in compliance with all legal and Board mandates and timelines, and adherence to the Associate Superintendent (Education Services) directives.
    2. Contributes to a Division culture which facilitates positive results, effectively handles emergencies, and deals with crisis situations in a team-oriented, collaborative and cohesive fashion.
  5. Communications and Community Relations
    1. Takes appropriate actions to ensure open, transparent internal and external communications are developed and maintained within areas of responsibility.
    2. Participates in community stakeholder meetings.
  6. Associate Superintendent (Education Services) Relations
    1. Establishes and maintains positive, professional working relations with the Associate Superintendent (Education Services).
    2. Respects and honours the Associate Superintendent (Education Services) role and responsibilities, and facilitates the implementation of that role.
    3. Provides information which the Associate Superintendent (Education Services) requires to perform his role in an exemplary fashion.
    4. Performs all related duties as may be assigned by the Associate Superintendent (Education Services).
  7. Professional Practices
    1. Exhibits a high level of personal, professional and organizational integrity.
    2. Recognizes the sensitive and confidential nature and impact of situations on the Division and seeks input and direction from the Associate Superintendent (Education Services) as required.
    3. Demonstrates extensive working knowledge of current established computer systems, procedures and practices.
    4. Demonstrates organizational abilities to plan and schedule work.
    5. Expresses ideas effectively, both orally and in writing.
    6. Prepares formal reports and statistical analyses.
    7. Establishes and maintains effective working relationships.
    8. Makes reasoned decisions, commits to a course of action and accepts responsibility.
    9. Demonstrates willingness and the ability to face sensitive employee relation situations and takes the appropriate action.
    10. Exercises considerable independent action in the performance of all duties.
    11. Maintains confidentiality in all matters pertaining to the Division and its operation.
    12. Commits to life-long learning and participates in meaningful professional development.
    13. Acts as an ambassador for Palliser Regional Schools at all times.

References

Sections 60, 61, 113, 116, 117 School Act
Freedom of Information and Protection of Privacy Act
Funding Manual for School Authorities