Administrative Assistant to the Department of Multilingual Learners

The Public Schools of Northborough-Southborough

Administrative Assistant to the Department of Multilingual Learners

Job Description (Full-year 261 days)

Department:

Teaching and Learning

Job Title:

Administrative Assistant to the Department of Multilingual Learners

FLSA Status:

(Exempt/Non-exempt)

Exempt - Full-time; Non-aligned

Reports to:

Director of Multilingual Learners
GENERAL DESCRIPTION (1-3 LINES DESCRIBING ROLE):

The Administrative Assistant to the Department of Multilingual Learners is responsible for providing language access services, including managing and coordinating interpretation and translation services for the school district. The role ensures compliance with data and reporting requirements as mandated by the Department of Elementary and Secondary Education (DESE) and supports the Director of Multilingual Learners with administrative, financial, and communication tasks. The Administrative Assistant to the Department of Multilingual Learners will support the day-to-day operations of the Multilingual Learner Education (MLE) department while adapting to evolving district needs and responsibilities.
QUALIFICATIONS:

• Education: Bachelor's Degree (preferred)

• Experience: Three or more years of relevant experience in project management, education, or a similar field. Experience in school data platforms, specifically related to enrollment, intake, and multilingual services, is preferred.

• Skills:
• Strong organizational and time-management skills with attention to detail.
• Strong written, verbal and interpersonal communication skills for interacting with diverse staff, students, and families
• Proven ability to analyze and interpret data
• Ability to problem-solve independently, especially in a multilingual environment
• Knowledge of educational policies related to English Learners and Former English Learners
• Proficient in using various computer software and digital tools/platforms to maintain records and generate reports, including Google Suites products, as well as Excel and Word.
• Ability to work independently, with input from colleagues and under the supervision of the Director
• Ability to manage confidential information with discretion and professionalism.
• Bilingualism or proficiency in a second language, particularly in Portuguese or Spanish, is highly desirable.
• Ability to be flexible with changing deadline targets

ESSENTIAL JOB DUTIES (NOT LIMITED TO):

Language Access & Coordination:

• Organize and coordinate the interpretation and translation services across the district for students, families, and staff members.
• Coordinate requests for translation and interpretation for both regular and special education needs.
• Assign interpreters and translators to various events, such as parent-teacher conferences, and track completion.
• Coordinate translations of district communications, including report cards, special education evaluation reports, and official documents.
• Support and assist with district-wide events that involve multilingual families, ensuring materials and services are accessible in various languages.
• Assist in organizing interpretation and translation for Back-to-School Nights, Parent-Teacher Conferences, and other community events.
• Provide financial oversight, including tracking expenditures and overseeing stipends for interpreters/translators.

Data Management & Reporting:

• Ensure accurate data collection and reporting for Multilingual Learner programs, including SIMS reporting, Former English Learner monitoring, and program evaluations.
• Analyze and report data related to ESL and translation services, making projections to inform budget planning and decision-making.
• Assist in the management and reporting of Title III grants and other funding sources.

Administrative Support:

• Provide comprehensive administrative support to the Director, including scheduling, correspondence, and the preparation of data and reports for various stakeholders.
• Assist with parent communications and documentation, including notifications regarding student language status and progress.
• Manage supply ordering, track departmental expenditures, and support budgeting activities.

Other duties:

• Identify efficiencies in operational processes and work with the Director to implement improvements.

• Remain adaptable to changing needs within the district, as responsibilities may evolve in response to new regulatory requirements or shifts in multilingual learner demographics.

• Other duties as assigned

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS:

Work Environment:

Work is generally performed in a school environment during the school day, however there may be occasions for afterschool meetings.

Physical Requirements:

While performing the duties of this job, the Administrative Assistant is frequently required to walk, stand, sit, talk, and hear. The Administrative Assistant teacher is regularly required to bend, stoop, crouch and/or kneel. The Administrative Assistant is occasionally required to lift and/or move objects weighing up to 25 pounds. Must have sufficient mobility to navigate within a large school building.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Date Updated: 4/30/25

Northborough-Southborough Public Schools is an Equal Opportunity Employer. Northborough-Southborough Public Schools ensures equal employment opportunities regardless of race, creed, sex, color, national origin, religion, age, sexual orientation, disability, or any other class as protected by law. The Northborough-Southborough Public School places a high value on recruitment of diverse staff. Any individual needing assistance in making an application for any opening should contact the district human resources office.