Administrative Assistant to the Assistant Principals

Sylvania; Deerfield (IL); On-site; USD 32,000 - 37,000; Full time

Job summary

Sylvania seeks an Administrative Assistant to support the Assistant Principal and Fine Arts & CTE Departments at Deerfield High School. You will help with clerical tasks, scheduling, communications, and budget tracking, ensuring smooth daily operations for students, staff, and families.

The role emphasizes confidential handling of information, collaboration across departments, and effective use of district software and office technologies.

Qualifications

• High School Diploma or GED required.
• Bachelor’s or Associate degree preferred.
• 2 years experience in an educational setting preferred.
• 2 years experience as an administrative assistant preferred.
• Strong organizational and time-management skills.
• Ability to work independently and access supports as needed.
• Ability to work well with others in a positive manner.
• Ability to handle confidential information appropriately.

Responsibilities

• Answer and direct phone calls, take messages, respond to routine inquiries, and connect callers with the appropriate staff or resources.
• Welcome and assist students, families, staff, visitors, and community members and direct them to the appropriate personnel.
• Provide administrative and clerical support to one or more Assistant Principals, Department Chairs, and departments.
• Utilize district software, information systems and technology platforms for data management and communications.
• Collect, compile, maintain and prepare data, records, and reports to support operations and initiatives.
• Prepare materials and provide logistical support for meetings, events, and activities.
• Coordinate logistics for meetings, events, and catering; order and distribute office supplies.
• Track and manage budget accounts and maintain expenditure records.

Skills

Organizational skills

Time management

Independent work

Relationship building

Discretion/confidentiality

Education

High School Diploma or GED

Bachelor’s or Associate degree preferred

Tools

Microsoft Office Suite

Google Workspace

Skyward

Infinite Campus

Pivot tables

Job description

Title

Administrative Assistant to the Assistant Principal and Fine Arts & CTE Departments

Department

Administration

Classification

12 months

Assignment

Administrative Assistant

FLSA Status

Non-Exempt

Reports To

Assistant Principals and Office Manager

Location

Deerfield High School

Salary

$24.50/hour

Hours

7.75/8 hours/day - 1950 hours/year

Summary

The Administrative Assistant to the Assistant Principal and Department(s) works closely with one or more Assistant Principals and one or more departments and Department Chairs and other building staff and students to meet the needs of students, staff, and the community.

This specific role supports an Assistant Principal and Fine Arts & CTE Departments.

Qualifications

• High School Diploma or GED, required
• Bachelors or Associates Degree, preferred
• 2 years of experience in an educational setting, preferred
• 2 years of experience as an administrative assistant, preferred
• Possess outstanding organizational and time-management skills
• Able to work independently and access supports as needed
• Able to work with others in a positive manner
• Possess common sense, problem-solving skills and reasoning ability to appropriately deal with complex situations as they arise
• Able to build and maintain relationships with colleagues that supports a cooperative work environment
• Able to handle and maintain the confidentiality of employee, student and other sensitive District information
• Able to set goals and establish methods for achieving these goals
• Able to work effectively with a wide range of constituencies in a diverse community

Essential Functions

The criteria indicated below are intended to describe various types of work that may be performed. The exclusion of specific responsibilities does not prohibit them if the work is similar, related, or a logical task of the position.

• Answer and direct phone calls, take messages, respond to routine inquiries, and connect callers with the appropriate staff, students, departments or resources.
• Welcome and assist students, families, staff, visitors, and community members, addressing inquiries and directing individuals to the appropriate personnel or resources.
• Provide administrative and clerical support to one or more Assistant Principals, Department Chairs, departments, and/or other assigned areas.
• Utilize district software, information systems and technology platforms for data management, recordkeeping, word processing, communications, scheduling and other administrative functions.
• Collect, compile, maintain and prepare data, records, and reports to support departmental, school and district operations and initiatives.
• Provide administrative and logistical support for departmental and schoolwide projects, programs and initiatives, which may include testing, registration, student services, and other assigned activities.
• Operate and maintain office equipment including printers, copiers; coordinate repairs as needed.
• Support communications and ensure timely flow of information between the administrators, staff, students, families and other stakeholders.
• Schedule and confirm appointments for administrators, staff, students, families and other stakeholders.
• Maintain calendars and schedules for assigned administrators, departments and/or programs, including meetings, observations, events, deadlines and other activities.
• Compose, prepare, proofread, format and distribute correspondence, reports, agendas, notes and other documents.
• Complete, process, maintain and organize school and district forms in accordance with established procedures and applicable requirements.
• Prepare materials and provide logistical support for meetings, school events, professional development sessions, parent/family meetings, staff trainings, and other activities.
• Coordinate logistics for school meetings, events, and activities including room reservations and catering arrangements.
• Order, track, and distribute office supplies as needed.
• Track and manage budget accounts, process P-card statements, and maintain accurate records of expenditures.
• Adapt to and learn new technologies as adopted by the school or district.
• Other duties as assigned.

Language Skills

Communicates clearly both in oral and written format with all constituents of the District 113 community. Effectively present information and respond to questions from constituency groups. Apply knowledge of current research and theory in a specific field. Establish and maintain effective and collaborative working relationships with students, staff and the school community. Perform duties with awareness of all district requirements and Board of Education policies.

Mathematical and Technical Skills

Calculate figures, estimates, proportions, percentages, and budget management. Apply concepts of basic algebra and geometry. Strong technology skills, including standard Microsoft Office Suite/Google Workspace, Skyward, Infinite Campus, pivot tables with limited data analysis along with other software systems as needed.

Reasoning Ability

Define problems, collect and organize complex data, establish facts, and draw valid conclusions. Interpret an extensive variety of verbal and written instructions and deal with multiple abstract and concrete variables. Exercise initiative, independent judgment, and discretion.

Contacts Outside Your Own Department

Build positive relationships with constituents of the District 113 community that includes, teachers, school staff, administrative team, Board of Education, parents/guardians, students, and private providers.

Physical and Mental Demands

• While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend, write, type, speak, listen, and taste or smell.
• The employee is regularly required to communicate with staff and others.
• The employee is frequently required to use hands and/or fingers, handle, feel or operate objects, tools or controls.
• The employee may occasionally be required to climb or balance; and stoop, kneel, crouch, twist, reach or crawl. The employee must frequently lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision,depth perception and ability to adjust focus.
• Specific psychological demands of this job include the ability to remain calm under stress levels associated with job demands which include managing multiple tasks, setting priorities, and working on time-sensitive projects with tight deadlines.

Working Conditions

• In the work environment, this role is regularly exposed to office environmental conditions.
• The noise level in the work environment is usually moderate with regular exposure to loud classrooms, hallways, cafeterias or student events.
• The employee is regularly required to meet deadlines with severe time constraints and interact with the public and staff in addition to meeting multiple demands from several people.
• The employee is frequently required to work irregular or extended work hours, which may include evenings or weekends.

Safety

As a part of the District workforce, this role is responsible for being aware of, modeling and contributing to the maintenance and implementation of all District safety policies and procedures. This role positively contributes to the safety, well-being and work output of students.

Required to:

• Use good safety awareness and judgment
• Follow policies
• Report potentially unsafe conditions
• Follow manufacturer safety instructions when using equipment
• Follow agency ergonomic policies and procedures

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.