Administrative Assistant, Principal's Office

Administrative Coordinator

This selected candidate will coordinate a wide range of administrative activities of a highly responsible and confidential nature to the director of the department and department staff.

IMSA is committed to an equitable, diverse and inclusive teaching and learning environment. Through a model of Equity and Excellence, IMSA has committed to advancing equity in STEM education and representation and creating a diverse, inclusive community of global citizens who can realize their full potential, and execute our mission to advance the human condition.

This Equity and Excellence work is the intentional integration of Cultural Competence, Diversity, Equity, Equity-Minded Frame, Excellence and Inclusion into every facet of the Academy, with the understanding that it is an active and ongoing process involving structures, processes and people and not an isolated initiative.

Hours/Shift/Work Schedule: This position is a full-time non-exempt position. This position works in-person. Hours worked: 8:00am – 4:30pm, with a half hour lunch, Monday through Friday with occasional evening and weekend hours.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Manage and maintain the schedules of the Dean of Academics and Equity and the Dean of Student Support and Equity, including establishing and confirming appointments, preparing materials, organizing logistics and follow-up.
• Maintain and coordinate the principal's office master calendar
• Drafting general communications and handling written correspondence for distribution that includes memos, charts, tables, graphs, etc.
• Coordinate all administrative support and organizational work which includes arrange meetings, conferences, and travel; receive and screen telephone calls, letters, and/or visitors; manage student/parent sign outs; route or answer correspondence not requiring supervisor's attention.
• Creation and processing of all purchase orders/vouchers, check requests, work orders, inventory and other business forms including procurement.
• Support the student at-risk team through weekly reporting and data management
• Organize, maintain, file, and retrieve program documents, records, and reports in paper and electronic versions.
• Provide lead administrative support to the Dean of Academics and Equity and the Dean of Student Support and Equity
• Provide lead administrative support for all Principal Office tasks that are student centered (i.e. Family Day, Driver's Ed, student residency, Youth Summit)
• Work collaboratively with the Sr. Administrative Assistant in additional tasks as needed
• Complete department specific tasks/projects of an administrative nature
• Operate standard office equipment such as telephone, computer and calculator on a frequent basis.
• Other duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS

• High school diploma
• Strong knowledge of Microsoft Office Suite and Google Suite, specific expertise in Excel/Google Sheets
• Strong computer skills and ability to learn new systems and tools
• 3-5 years' experience supporting mid level management or equivalent combination of education and work
• Exceptional organizational, problem-solving and project management skills
• Excellent communication and interpersonal skills
• Ability to collaborate in a team environment
• Strong emotional intelligence that demonstrates solid judgment and resiliency
• Demonstrated ability to work inclusively with individuals from diverse backgrounds and perspectives
• Strong commitment to providing outstanding customer service
• Willingness to serve as an active and contributing member of the Academy
• Ability to establish and maintain positive professional working relationships with all IMSA constituents
• Ability to multi-task in a fast-paced and changing environment

PREFERRED QUALIFICATIONS

• Associate's Degree
• 5 - 7 years' experience or an equivalent combination of education and work experience
• Strong knowledge of Student Information Systems (i.e. Power School, Canvas)
• Experience in a school environment or with educational programs
• Experience in a State agency
• Bilingual English-Spanish preferred

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Work is performed in an office setting with minimal exposure to health or safety hazards. Substantial time is spent working on a computer. This role generally requires mobility, written and verbal communication, hearing and visual capabilities. However, reasonable accommodations, including assistive technology, may be made to enable qualified individuals with disabilities to perform such requirements.

COMPENSATION:

This is a full-time, non-exempt, employment-at-will position. Salary no less than $47,648.30 - $56,056.82. IMSA offers a comprehensive state benefits package (major medical, dental, vision, and prescription) with rates found here, a generous paid time off plan, and a retirement plan through the State University Retirement System (SURS). SURS is reciprocal with other Illinois public retirement systems such as the Teachers' Retirement System of Illinois (TRS) and the Illinois Municipal Retirement Fund (IMRF).

The Illinois Mathematics and Science Academy provides equal employment opportunities to all applicants and employees without regard to race, color, religion, gender, gender identity or expression, sexual orientation, age, national origin, ancestry, citizenship status, pregnancy, disability, genetic information, marital status, political affiliation, amnesty, arrest record, military status, unfavorable discharge from the military or status as a covered veteran in accordance with applicable federal, state and local laws.