Position Summary

The Department Operations Coordinator (DOC) is responsible for organizing, directing and coordinating operations for a complex district level department. It relieves department administrators of operational tasks and concerns that would impede their carrying out their leadership responsibilities. The DOC oversees the operational work of the department, especially that of administrative support, to ensure that the department operates in ways that are equitable, cost-effective, and efficient.

The DOC also provides executive administrative support to department directors as well as to other department administrators. The DOC represents the department to other central office departments and ensures that their processes as related to the department are done accurately, efficiently and in a timely manner.

Essential Functions
1. Develops, plans, and implements goals for department operations. Develops strategic plans for organizational effectiveness and delivery of services. In collaboration with other staff, leads and monitors the development and implementation of changes and improvements to department operations, including policies and procedures. Fosters analytical thinking and creativity among staff for ways to deliver department services.
2. Assists in development of and administration of a complex departmental budget. Assists in the development of funding proposals and grant applications, including writing proposals and applications.
3. Monitors department workload to ensure equitable workloads amongst support staff. Ensures staff receives training to meet work demands and deadlines and increased performance at high levels. Attends to strengths and needs of individual staff members.
4. Assists in facilitating the resolution of staff complaints and/or conflicts.
5. Provides and maintains communication, both formal and informal, among department staff and from the department to others within the district and in the community.
6. Makes decisions, when appropriate, or assists department administrators when responding to citizen inquiries and/or complaints.
7. Oversees department filing and archival systems.
8. Provides executive level, confidential administrative assistance to the department's director, including but not limited to composing written communications, researching issues or collecting data, recording minutes at meetings, responding to phone calls and
emails, maintaining schedules, and making logistical arrangements for meetings and travel.
9. Provides administrative support to designated department programs, committees, and operational functions.
10. Perform other duties and assume other responsibilities as assigned.

Required Knowledge, Skills and Abilities

Required Knowledge, Skills and Abilities



Knowledge of:

1. Current principles and practices for organizational administration, development, change, functions and services.
2. Practices and techniques of effective project management.
3. Standard best practices for office operations, including those in budgeting, purchasing, data management, document formatting and preparation, filing and retrieval systems, inventory maintenance, phone etiquette, and public relations.
4. Principles and practices of staff development for a complex department.
5. District and state policies, rules, and regulations.
6. Instructional trends and best practices for teaching and learning, and operational issues for district schools and classrooms.
7. Strategies to enhance instructional directors' ability to focus on instructional leadership and support to principals.
8. Strategies for assisting department staff with retaining focus on their job duties while providing services in support of department goals.
9. Word processing, spreadsheet software, presentation software.
10. Systems the district uses, include but not limited to BusinessPlus, Zimbra and Synergy.
11. Correct English usage, grammar, punctuation, and spelling.

Skills and Ability to:

1. Ability to establish a work environment that is notably respectful, efficient, productive, equitable, and with opportunities for continuous improving.
2. Ability to effectively lead, facilitate, and coordinate work groups.
3. Ability to communicate effectively orally and in writing. Prepare and deliver effective presentations.
4. Ability to design, develop and edit online sites and pages.
5. Ability to manage multiple tasks and projects.
6. Ability to input data in an identify work processor efficiently and accurately.
7. Ability to operate standard office equipment.

Minimum Qualifications

Education

Bachelor's Degree in Business Administration, Public Administration, Education or related field.

Experience

• Minimum five (5) years of responsible administrative and managerial experience involving responsibility for planning, organization, implementation, and coordination of the operations of an organization, business, or agency with minimum of 25 active employees. Experience with organizational development desirable.
• Documented success with change management and continuous improvement processes.
• Minimum five (5) years of responsible experience as a secretary or administrative assistant, including providing confidential support for an executive level position.
• Training in the field of teaching and learning highly desirable.
• Secretarial or administrative assistant experience to a director or executive highly desirable.
• Bilingual proficiency and/or multicultural experience strongly preferred.

Any equivalent combination of education and experience that provides the required expertise to perform the essential functions of the job may be considered as qualified by Human Resources.

To view the complete job description visit: https://www.4j.lane.edu/hr/jobdescriptionsandclassif/adminprofsupvpositions/

Additional Information

Complete application in its entirety. Incomplete applications will not be accepted or processed, there are no exceptions.

We do not accept walk-in, faxed, or applications via mail. All applications must be submitted using the GovernmentJobs website. It is your responsibility to submit a complete application. Submitting an application does not guarantee any candidate an interview. Candidates are interviewed by appointment only. If you apply to more than one job, an application is required for EACH job posting.

ALL required documentation must be scanned and attached in order to submit an online application.

Required documents for this posting are:

• Cover Letter
• Resume
• Three (3) letters of recommendation. Must be from the last 2 years and one letter must be from a supervisor.

Upon offer of employment applicants must obtain a fingerprint clearance from the Oregon State Police Department and the FBI through a process authorized by the Eugene School District 4J. Applicants would be responsible for the one-time fingerprint clearance fee.

An Affirmative Action / Equal Opportunity Employer

The Eugene School District 4J does not discriminate on the basis of race, religion, ancestry, color, national origin, gender, age, disability, marital or family status, sexual orientation, gender identity in admission or access to the treatment of employment in its programs and activities as required by state and federal law. If you have any complaints, please contact the HR Department at (541) 790-7670.

It is the District's policy to provide qualifying veterans and disabled veterans with preference in employment in accordance with applicable law. Applicants wishing to claim veterans' preference must provide the following military documents verifying their eligibility:

Veterans: A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge OR a letter from the U.S. Department of Veterans Affairs indicating the applicant receives a non-service connected pension.

Disabled Veterans: A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge AND a copy of the applicants veteran's disability preference letter from the U.S. Department of Veterans Affairs (unless the information is included on the DD Form 214 or 215).

For veterans' preference to apply, the required military documents must be submitted to the District at the time of application submission.

There are a wide variety of benefits to eligible Eugene School District 4J employees. These benefits include health, dental, vision, life insurance, optional life and disability, flexible spending accounts, 403B, and an employee assistance program.

Positions at a minimum of four hours (0.5 FTE) are benefit eligible. Please contact the hiring administrator if you have questions about this position's benefit eligibility.

For a complete description of benefits available for 4J employees please visit our Employee Benefits webpage at www.4j.lane.edu/hr/benefits.