Jacksonville Public Education Fund – Associate, Operations & Executive Assistant

Posted Jun 23, 2022 Jacksonville, Florida

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Expires Jul 23, 2022

Description

The Jacksonville Public Education Fund (JPEF) is an independent think-and-do tank that believes in the potential of all students. We work tirelessly to close the opportunity gap for low-income students and students of color. We convene educators, school system leaders and the community to pilot and scale evidence-based solutions that advance school quality in Duval County.

JPEF has a highly engaged and diverse board, significant fiscal resources and talented staff to drive the work of the organization. The fast-paced and entrepreneurial organization has more than a decade-long track record of helping the school district to significantly improve outcomes for students through innovative, community- focused, and data-driven solutions.

The Operations Associate and Executive Assistant helps support JPEF’s operations through active management of our office and support to executive leadership. As such, the Associate plays a critical role in strengthening and optimizing JPEF’s internal systems and office operations. As the primary point of contact for JPEF’s office, the Associate serves as a vital connector between team members, board members and JPEF’s constituency. This position reports to the organization’s President and is part of many of the important day-to- day discussions and activities about improving local public schools. The Associate will work closely with other Jacksonville Public Education Fund staff members to advance organizational goals and strategy; ensure the alignment of our efforts; engage in collaborative learning, planning and action; measure impact and make continuous improvements.

The Jacksonville Public Education Fund encourages individuals of all ethnic and racial backgrounds to apply for this position. We are committed to maximizing the diversity of our organization, as we want to engage all those who can contribute to this effort.

Please submit a cover letter and résumé in PDF format to jobs@jaxpef.org with the subject line “Operations Associate and Executive Assistant”. Applications will be reviewed on a rolling basis.

Essential duties and responsibilities

Administrative Support for President & Office Management - Assume a proactive role in increasing the efficiency and organization of the president. o Maintain the president’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel, and preparing briefing materials. Managing the president’s calendar requires both making appointments and prioritizing the most pressing matters. o Take notes during assigned meetings and help track on needed follow-up. o Draft correspondence on behalf of the president. o Support the president by maintaining comprehensive and accurate records. o Research and compile information as requested by the president. o Ensure the president is informed of priorities, deadlines, and challenges. - Provide scheduling support to the Vice President. - Establish and implement effective office systems to ensure maximum efficiency for staff members and office operations. o Maintain a clean and orderly office and efficient office services by organizing office operations and procedures, controlling correspondence, designing filing systems and equipment procurement processes, and maintaining the office supply inventory. o Provide historical reference by defining and maintaining procedures for retention, protection, retrieval, transfer, and disposal of records. o Design and implement office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments. - Serve as primary reception contact for office, executing duties with politeness and professionalism to ensure quality customer service among community supporters, school district officials and other contacts. - Serve as an ongoing liaison to building management, vendors, and other business partners on logistical matters. - Sort and route all incoming mail. - Serve as a component of JPEF’s financial controls, including o Depositing incoming checks and documenting them in the deposit log. o Printing and mailing vendor check payments from QuickBooks Online. o Maintaining the petty cash log. - Provide logistics support by scheduling meeting spaces, catering, tracking RSVPs/attendance and preparing and disseminating materials for meetings, including Board of Directors meetings. - Perform miscellaneous ongoing administrative duties as assigned or as determined to be necessary by the President. General - Actively participate in internal meetings, work sessions and retreats with a focus on collaborating cross-functionally, strategizing and evaluating effectiveness. - Support other efforts as overall JPEF strategies and priorities dictate. - Develop internal processes and systems to effectively manage work streams.

Qualifications

Skills, Knowledge and Abilities - Strong problem-solving skills and demonstrated ability to consistently take initiative. - Ability to maintain and respect the sensitive, private and confidential nature of information related to grants, donors, advisors and the organization. - Strong organizational skills with the ability to manage multiple projects simultaneously, prioritize deliverables, and handle unanticipated demands and requests. - Excellent interpersonal skills, adaptability, and a collaborative style with ability to engage colleagues at all levels. - Confidence to work internally and externally with various leaders, partners, staff and consultants to support the organization’s efforts. - Experience and comfort working with Microsoft 365 (Outlook, Office applications, Teams), Adobe Acrobat Pro, online communications tools (Facebook, Twitter, etc.) and various web-based applications. Additional Qualifications - Clear commitment to the importance of providing a high-quality public education for all students in Jacksonville, particularly historically underserved student populations. - Ability to thrive in an entrepreneurial, start-up like environment. - Ability to work effectively in a fast-paced, deadline- and goal-driven organization. - Excitement and openness to continued learning and development. - Knowledge of Jacksonville is preferred, but not required.

Education and Experience

Education/Career Experience • Some college preferred. • Three years of operations/office management experience preferred. • Experience keeping up with complex schedules and maintaining high-level business relationships required. • Administrative experience in a non-profit or business setting required.

Salary/Salary Range

The salary range for this position is competitive and depends on prior experience. In addition, a comprehensive benefits package including employer-paid health, dental, vision and life insurance is included, along with significant leave time and a matched 401(k) retirement plan.

Company/Organization

Jacksonville Public Education Fund (JPEF)

http://www.jaxpef.org

Contact

Carly Norgord | Email