The Administrative Specialist provides direct support to the Executive Director of the English as a Second Language (ESL) department and contributes to the overall success of the ESL Central Office team by acting as a liaison concerning ESL matters and special projects and initiatives. This position works under limited direction to carry out the responsibilities of the ESL Central Office associated with the day-to-day administrative functions of the role which includes providing high quality administrative and clerical assistance, coordination of meetings and events as well as producing materials, documents and supporting with presentation development. This position anticipates needs to establish a well-designed workday for the Executive Director and other ESL department leaders as well as keep management abreast of issues to ensure a continuous and smooth operation.

1. Handles a wide range of administrative and executive support-related tasks involving clerical, administrative functions, and research.
2. Assists in maintenance of special projects and supports with technology, planning, coordinating, scheduling, set-up, and break-down of projects. This includes but is not limited to considering, comparing, and evaluating different courses of action and then deciding or making recommendations.
3. Maintains organized computer files of updated work related to assigned service and integrates multiple electronic files into primary shared drives for monthly, weekly, or bi-weekly reports. Leads some projects and follow through with final product.
4. Creates files, complies data and prepares appropriate reports for presentation in a concise and understandable format; supports in preparation of board and departmental reports.
5. Supports the maintenance of the departmental budget by overseeing the ordering and receiving of supplies and products for all ESL initiatives; processes requisitions for equipment/supplies and blank purchase orders.
6. Prepares and submits bi-weekly payroll for the ESL Department including Adult ESL Program, Before/Afterschool ESL programs, ESL funded transportation and field trips.
7. Serves as administrative support for the general operations of the department including preparing correspondence as directed. This can include but not be limited to media content (flyers, pictures, and other news releases). Supports in the strategic planning of the Executive Director’s communication within and across departments.
8. Plans, schedules, coordinates, and attend meetings; creates and disseminates all related materials; compiles and maintains meeting minutes. Serves as aid to the Executive Director at all events/board meetings.
9. Partners with other departments and vendors/stakeholders to prepare materials for high-level meetings.
10. Assist in the preparation of the yearly Title III grant budget and TDOE monitoring forms, and Private Schools Equitable Services compliance documents.
11. Performs other related duties as assigned or directed.

Graduation from an accredited college or university with a Bachelor’s degree in Public Administration, Business Administration, or related field. A combination of equivalent work experience may be considered in lieu of a Bachelor’s degree. ESL certification preferred.

Degree Equivalency Formula:

Bachelor’s Degree= 4 years plus required years of experience.

Master’s Degree= 2 years plus required years of experience. Where Master’s degrees are required, years for Bachelor’s Degrees must be included.