Maryland State Education Association
 

Assistant
Center for Education Policy and Practice

Based in Annapolis, MD

 

Maryland State Education Association (MSEA) is the Maryland affiliate of the National Education Association (NEA). MSEA is a union and professional association headquartered in Annapolis, Maryland representing 76,000 educators and school employees working in Maryland’s public schools. MSEA is dedicated to improving the teaching and learning experience; negotiating professional compensation and advocating for increased education funding and working conditions for public school employees; promoting academic achievement for all students; and protecting labor, civil and human rights for all.

JOB SUMMARY:
The Assistant supports the Assistant Executive Director and CEPP staff by coordinating a wide range of administrative, operational, logistical, and programmatic functions related to education policy, professional learning, conferences/trainings, committee work, grants, communications, and organizational development initiatives. Some late evenings, weekends, and travel to offsite locations with occasional overnights may be required.

RESPONSIBILITIES:

• Compose routine correspondence; compile, type, file, and distribute letters, agendas, reports, presentations, and other general documents including statistical and financial documents.
• Organize files and maintain materials/correspondence for committee meetings, events, trainings, MSEA’s Professional Learning Portal (Learning Management System), and staff leads.
• Maintain calendars and coordinate schedules, meetings, and logistics for internal committees, external constituents, and the Assistant Executive Director.
• Monitor deadlines, timelines, and follow-up items for CEPP initiatives.
• Prepare meeting notes/minutes and maintain archival systems.
• Coordinate with Communications, Accounting, Governance, and other MSEA centers on events, communications, timelines, and administrative processes.
• Maintain electronic filing systems and databases.
• Manage and respond to CEPP telephone calls, monitor CEPP emails daily, and provide professional and timely responses to local leaders, members, staff, and external stakeholders.
• Track and compile information from meetings in various databases related to CEPP Initiatives.
• Maintain tracking systems and calendars for state education meetings and deadlines.
• Prepare and maintain monthly memo templates, calendars, and meeting tracking systems related to SBOE, AIB, PSTEB, COMAR, and other state education agencies for CEPP staff.
• Assist with preparation and editing of policy briefs, reports, presentations, and legislative/program materials.
• Provide scheduling and logistical support, prepare and assemble materials for mailings, meetings, conferences, trainings, and a learning management system.
• Prepare materials for pre- and post-conferences and trainings/convenings, MSEA Support Programs, including presenter/attendee communications, workshop materials, name badges, certificates, evaluations, and reimbursement reminders.
• Manage attendee communication including confirmations, reminders, cancellations, and follow-up documentation.
• Support onsite conference operations including registration, materials preparation, setup, breakdown, and presenter support.
• Coordinate communications requests and digital updates related to trainings, conferences, and CEPP initiatives.
• Create statistical and evaluation reports for conferences, trainings, and CEPP initiatives to share with governance, members, staff, and committees.
• Design and manage online registration systems and databases such as WordPress, Voter Activation Network (VAN), Zoom, SurveyMonkey, and related platforms to support programs, conferences, trainings, and CEPP initiatives.
• Create, organize, and distribute event questionnaires and required forms for MSEA events.
• Maintain participant records, attendance documentation, supporting service logs, and program tracking systems for CEPP and accounting purposes, including billing and credit for attendance.
• Support accurate recordkeeping and administrative tracking for certification and professional development programming, including event demographics and attendance data for future planning and reporting.
• Maintain and update MSEA’s Professional Learning Portal (PLP} course calendars, forms, certificates, presenter information, workshop descriptions, and participant records and track MSDE CPD credit records.
• Coordinate and communicate with the LMS vendor regarding system updates, troubleshooting, course management, and administrative support needs.
• Collect manager reports, review, proofread, and format report, including policy memos, and policy & practice presentations before distribution or filing in a timely manner.
• Create billing report for CEPP training events and track grant expenditures as needed.
• Support the tracking of grant activities, expenditures, invoices, contracts, reimbursements, and accounting timelines.
• Support member consultant projects through WorkMarket, including onboarding coordination, payment tracking, communication support, and administrative monitoring.
• Maintain accurate ADP, payroll, leave, and timesheet records in accordance with organizational procedures and timelines.
• Provide administrative support for special projects within CEPP and other centers/departments as needed.
• Perform other duties as assigned.

QUALIFICATIONS:

• Minimum of a high school diploma or equivalent; Associate degree preferred.
• Three years of experience coordinating conferences, trainings, or large-scale events.
• Experience providing administrative support to management and department’s team.
• Ability to prioritize workload, support competing assignments and meet deadlines while using reasonable judgment.
• Ability to carry out recurring assignments independently with minimal instructions and follow up.
• Effective written and verbal communication skills.
• Detail-oriented with strong organizational skills
• Microsoft Office Suite experience (Word, Excel, PowerPoint) and standard office technology/equipment.
• Experience with proofreading, editing, drafting and formatting correspondence.
• Ability to work independently or in a team environment.
• Flexible and adaptable to working in a fast-paced environment.
• Ability to maintain confidentiality and exercise professional judgment.
• Ability and willingness to periodically engage in travel and work extended hours, weekend hours, and overnight as required for conferences/trainings.
• Valid U.S. driver’s license that complies with the State of Maryland requirements.

ADDITIONAL QUALIFICATIONS DESIRED:

• Familiarity with Learning Management Systems (LMS).
• Experience sourcing academic search engines, education policy websites and trusted education news sites.
• Experience working in a membership-based organization, or in an education, political or union environment or non-profit organization.
• Experience using Canva, Google Workspace, and SurveyMonkey.
• Familiarity with Voter Activation Network (VAN).
• Knowledge of Maryland public education policies and initiatives.

Compensation
Salary: The starting salary range for this position is $49,269 to $67,297.
Date of Employment: As soon as possible
Submission deadline: As soon as possible
Email address: careers@mseanea.org 

To Apply:
Interested applicants should submit a résumé, cover letter and employment application to the email address above. Applications can be downloaded from the MSEA Careers website at marylandeducators.org. All applications must be typed.

MSEA is an EQUAL OPPORTUNITY EMPLOYER.
MSEA is committed to the principle of equal employment opportunity for all employees with a work environment free of discrimination and harassment. All employment decisions at MSEA are based on business needs, job requirements, and individual qualifications without regard to race, color, religion or belief, national origin, sex, age, sexual orientation, gender identity, marital status, or disability.