Administrative Assistant - Distinctive Schools

Position Title: Administrative Assistant
Location: CICS Longwood- 1309 W 95th St, Chicago, IL 60643
Reports to: Campus Operations Manager
Salary Range: Starting at $42,029, commensurate with experience
F.T.E: 1.0 | Regular Full Time
Start Date: January 2025

Distinctive Schools creates diverse, joyful, welcoming communities rooted in social justice and rigorous learning. We support all learners to be engaged, curious, and to achieve their full potential. Our students become confident advocates, creative problem-solvers, and collaborative leaders.

Position Description:

Administrative Assistant provides administrative and operational support to the campus team as needed. This includes, but not limited to answering phones, taking messages, directing calls, coordinating general school office operations, and greeting and attending to visitors, staff, and student requests. This person will:

Customer Service and Communications :

• Serve as a liaison between school staff and administration and parents and administration to fulfill requests as needed

  • Schedule appointments

  • Written and verbal translations

• Handle and direct calls to the appropriate employee. Take messages and assisting callers with information

• Front Desk/Registration Management (The face of the school and ensure that the lobby/reception area is welcoming to all stakeholder)

  • Create and maintain accurate sign in and sign out forms

  • Create registration forms

  • Set up registration schedule

  • Oversee registration

  • Assist and direct all school visitors

• Help with transportation updates and communication

• Assist with scheduling Parent Teacher Conferences

Administrative Support and Data Entry:

• Maintain the School Principals calendar and schedule appointments and/or interviews

• Copy and distribute documents/forms signed by the Principal, including but not limited to professional development, checks, invoices, personal day requests, etc.

• Check general school mailbox and reply to any message that were requesting contact or information

• Keep track and create documents that need to be submitted to AOIS

• In partnership with Office Manager, collect and maintain students and staff records

  • Assist in record requests and preparation of requests

  • Assist with student attendance, tardiness and pickup times

  • Assist with immunization compliance

• Cash Management

  • Maintain school receipts and proper documentation for cash intake

  • Taking bank deposit

• Food Service Support

  • Process lunch application manually and input it into Impact system

• Provide FSP office with update student info to keep student eligibility list updateAssist with distributing and collecting household surveys

Operational Support:

• Assist the School Principal and Campus Operations Manager with operational duties as requested

• Assist with new student recruitment and registration. Including but not limited to attending school events

• Attend CPS/FSP training for Impact

• Aid in distribution of materials to be sent home for students/families

• Support with supply orders

Monitoring/Safety:

• Monitor school entrance and exits and inform the school leadership team if anyone does not sign in and is visible on campus

• Check all ID’s for guests and visitors when signing in

• Keep all records for students entering and leaving the building. Ensure proper ID and permission for adults 18+ for pick up and drop off of student(s)

Requirements:

Education:

High School Diploma or equivalent

Qualifications:

• At least 2 years of school operations or business administration experience

• Technology demands:

  • Familiar with Google Docs, Google Sheets, and Google Slides

  • Operate computer proficiently using advanced text processing, spreadsheet and database software to enter, manipulate, format, and retrieve information.

Physical demands Frequent lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and fine finger dexterity. Generally, the job requires 30% walking, and 70% standing.

Benefits

• 25+ Paid holidays & 10 days PTO annually (in addition to summer break for educators/campus positions)
• 12 weeks family paid leave
• Comprehensive Healthcare (Medical, Dental, Vision)
• 403b match
  • Fully match up to 3%
  • 50% match up to 5%
• Professional development including tuition reimbursement
• Gym and wellness discounts
• And more

Description Disclaimer: Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder's responsibility.

EEO: Distinctive Schools is an equal opportunity employer and does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, gender, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, gender expression, or any other personal characteristic protected by applicable law.

Distinctive Schools is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Distinctive Schools will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact talent@distinctiveschools.org or call 773.828.4191