Administrative Assistant - 12 Month

Sylvania; Manteno (IL); On-site; USD 23,000 - 28,000; Full time

Benefits offered by this job

Individual Health Insurance

Individual Life Insurance

Illinois Municipal Retirement Fund

Sick and Personal Days

Vacation Days

Job summary

Sylvania seeks a High School Administrative Assistant to support the Athletic Director/Assistant Principal, District Office, and departments. The role handles clerical tasks, event coordination, discipline tracking, and daily office operations for a 260-day school year.

Responsibilities include data entry, scheduling, payroll submission, athlete registration, and assisting with school events while maintaining professionalism and confidentiality.

Qualifications

• High School diploma or equivalent required
• Proficiency in Microsoft Office and Google Workspace
• Experience with office procedures and record-keeping preferred
• Skyward Student Management experience is a plus
• Strong interpersonal, written, and organizational skills
• Effective oral and written communication
• Ability to multitask in a fast-paced environment

Responsibilities

• Enter discipline referrals and generate reports using student data systems
• Coordinate athletic events and manage related payroll, rosters, and programs
• Organize home athletic events, including scheduling workers and handling cash
• Manage athlete registration using athletics platforms (e.g., 8to18)
• Maintain the principal’s calendar and assist in planning school events
• Greet visitors and answer inquiries; maintain confidentiality of records

Skills

Interpersonal skills

Written communication

Organizational skills

Time management

Multitasking

Problem-solving

Communication skills

Education

High School diploma or equivalent

Tools

Microsoft Office

Google Workspace

Skyward Student Management

Job description

Position Summary

We are seeking a High School Administrative Assistant to the Athletic Director/Assistant Principal, which will also include support to the District Office and Departments. This role provides clerical, organizational, and administrative support with responsibilities including athletic program coordination, student discipline tracking, and general office operations. The Administrative Assistant serves as a key point of contact for students, parents, staff, and the community, and plays an essential role in ensuring the efficient operation of the school. This is a 260-day position.

Qualifications/Requirements

• High School diploma or equivalent required
• Excellent computer skills; proficiency in Microsoft Office and Google Workspace
• Experience in business, math, word processing, office procedures, and record-keeping preferred
• Experience with Skyward Student Management and Activity Accounting is a plus
• Strong interpersonal, written, and organizational skills
• Ability to communicate effectively both orally and in writing
• Ability to establish and maintain cooperative working relationships
• Ability to follow written and verbal instructions
• Strong organizational and time management skills
• Ability to multitask in a fast-paced environment
• Strong problem-solving skills with the ability to handle job-related issues
• Experience in a school environment preferred, but not required

Responsibilities

• Utilize student data systems daily to enter discipline referrals, record actions, and generate reports
• Track data and coordinate monthly Student of the Month lunches
• Organize all components of home athletic events, including scheduling workers, submitting payroll, creating rosters and programs, and balancing cash boxes
• Manage athlete registration processes using the athletics platform (e.g., 8to18)
• Coordinate athletic recognitions, including end-of-season awards and senior nights
• Arrange hospitality rooms for tournaments and special events
• Attend home football games and oversee gate operations and staff
• Assist in organizing seasonal sports photography
• Create and maintain a master schedule for gym usage, including school teams and outside organizations
• Compose documents (e.g., notices, correspondence, bulletins, reports, newsletters, handbooks) for administrators
• Maintain the principal’s calendar, including scheduling appointments, meetings, and activities
• Assist in planning and scheduling school events (e.g., orientation, open house, field trips, sporting events, assemblies, conferences)
• Maintain records, documents, and files to ensure accuracy and compliance
• Prepare purchase orders for submission to the district office
• Maintain inventory of supplies and materials
• Greet and assist visitors, including students, parents, and staff
• Answer telephone calls and provide information or assistance
• Distribute incoming mail and process outgoing mail
• Schedule appointments with students, parents, and staff
• Evaluate situations and direct individuals to appropriate personnel as needed
• Respond to inquiries and facilitate communication among students, parents, and staff
• Serve as liaison with outside organizations (e.g., transportation, food service, vendors)
• Maintain school activity fund accounts, including processing deposits
• Maintain professionalism and confidentiality of student, family, and staff information
• Work collaboratively with co-workers and school staff
• Support students’ social, emotional, and behavioral well-being
• Uphold school policies, procedures, and professional standards
• Perform additional duties as assigned by Administration

Salary/Benefits

• $17.28/hour (2026 - 2027 rate)
• Individual Health Insurance
• Individual Life Insurance
• Participation in Illinois Municipal Retirement Fund
• Sick and Personal Days
• Vacation Days (After the first year of employment)

Contact Information

Please contact Doug Wenzel, [e-mail], with any questions.