Department Assistant - Social Studies

New Trier Township High School; Winnetka (IL); On-site; USD 28,000 - 40,000; Full time

Job summary

New Trier Township High School District 203 is seeking a Department Assistant for Social Studies in Winnetka. The role provides general office coordination, reception, and support for a large department, with extensive interaction with staff, students and parents.

Primary duties include data entry, filing, inventory control, scheduling, budget tracking, and assisting with department communications. Strong organization and confidentiality are essential in this non-exempt, on-site role.

Qualifications

• High school diploma or equivalent required.
• Strong typing and data-entry abilities expected.
• Proficiency with standard office software and email communication.
• Ability to organize and maintain records for a large department.
• Experience with databases or information systems is preferred.
• Demonstrates solid interpersonal skills and professional conduct.
• Capacity to support staff, parents and students with confidentiality.

Responsibilities

• Provide reception duties and front-desk support for the department.
• Manage mail, inventory, and routine department correspondence.
• Update inventories of textbooks, AV resources and forms.
• Perform data entry, maintain databases, and prepare reports.
• Schedule appointments, meetings, and allocate rooms as needed.
• Coordinate department calendar and coordinate events and travel.

Skills

Keyboarding

Computer literacy

Interpersonal skills

Organizational skills

Data entry

Customer service

Office software

Education

High school diploma or equivalent

Tools

MS Office

Databases

Scheduling software

Job description

Title: Department Assistant- Social Studies

Assignment: Extended School Year

Occupational Group: NTESPA - Administrative

Location: Winnetka

Supervisor: Social Studies Department Chair

Starting Rate: $24.48/hour

Position Outcomes

To assist the department chair and department faculty by providing general office coordination, reception, and support services to a large department. To assist staff, parents and students in obtaining requested information and/or directing them to an appropriate resource.

General Responsibilities

This employee provides assistance for a large academic department(s) of significant size and scope with substantial complexity and frequency of tasks. There is extensive contact with large numbers of staff, students and parents. This employee works within established guidelines, exercising strict confidentiality, initiative and judgment in performing duties and in staying current with information and procedures. He/she must work with some independence, demonstrate attention to detail, be well organized and manage multiple tasks with interruptions.

Qualifications

1. High school diploma or equivalent experience.
2. Knowledge of current office practices and procedures, computers, and additional office equipment.
3. Ability to keyboard rapidly and accurately.
4. Knowledge of and ability to use various types of software applications.
5. Ability to assemble and organize data and prepare reports from records.
6. Physical ability to move around frequently in office area and other areas of the building.
7. Exemplary interpersonal skills and ability to communicate clearly and distinctly with staff, students, parents and outside agencies.
8. Ability to coordinate the relatively complex and frequent activities associated with the size and scope of a large department: Manage student flow, daily tracking of staff and substitutes, orientation of new teachers when needed, coordination of department meetings, Institute Day planning, teacher professional development support, retirees, master schedule planning, staffing support, department accounts payable and budget support, travel, field trips, printers and office equipment, and department calendar.

Position Expectations

1. Assists the department chair(s) and department faculty by:
   1. performing reception duties;
   2. collecting, sorting and distributing mail;
   3. updating and maintaining inventories of department texts, AV resources and current forms;
   4. providing support duties such as completing data entry, maintaining databases, completing forms, writing correspondence, typing reports and other documents, organizing mailings, scheduling appointments/meetings/rooms, ordering refreshments, organizing special programs, keeping an accurate department calendar/schedule, making and answering phone calls, delivering messages, making photocopies;
   5. organizing, typing and retaining records, schedules and lists related to department;
   6. tracking faculty attendance and completing daily faculty/substitute attendance process;
   7. requesting and assisting substitute teachers, providing them with necessary materials;
   8. monitoring department budget by ordering textbooks and supplies, completing requisitions for distribution to the Business Office, confirming purchase orders, and processing reimbursement communicating with computer laboratory, audio-visual, instructional assistants, and other staff to schedule classes, equipment and materials as needed;
   9. ordering repair and routine maintenance on office equipment.
2. Assists students by answering questions and directing them to appropriate resources.
3. Assists parents by answering questions and directing them to appropriate resources.
4. Exhibits a positive attitude and projects a positive image to parents, students and staff.
5. Continues job performance enhancement by participating in professional growth activities.
6. Performs other duties as assigned by supervisor.

FLSA: Non-Exempt