OPERATIONS ASSISTANT

ADP, Inc.; Chicago (IL); On-site; USD 25,000 - 28,000; Full time

Job summary

ChiTech is seeking an Operations Assistant who is bilingual in Spanish for a Full Time, 12 Month position in Chicago, IL. This role supports the ChiTech community with office operations and student services.

The successful candidate will handle daily tasks, collaborate with teams, and help maintain an efficient office environment. Responsibilities include front-desk support, mail handling, data entry, file management, and coordinating recruitment and enrollment activities.

Qualifications

• Bachelor’s degree preferred.
• Experience in an office setting, preferably in a school environment.
• Strong interpersonal and communication skills.
• Proficient with Google Suite and basic office technology.

Responsibilities

• Office management: provide 1st class customer service to students, staff, parents and visitors and direct them to the appropriate department.
• Receive and distribute mail, manage confidential documents and ensure timely delivery.
• Answer phones and relay messages; maintain professional communication.
• Update student data in Aspen, Naviance, ODA, Verify, etc., and coordinate ID pictures.
• Manage student files and enrollment documents, meeting required deadlines.
• Support recruitment and enrollment activities and assist with events.
• Assist compliance documentation and weekly facility walkthroughs.
• Support school events and culture initiatives and monitor safety and conduct.

Skills

Bilingual Spanish

Customer service

Office administration

Data entry

Education

Bachelor's degree

Tools

Google Suite

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

OPERATIONS ASSISTANT

Full Time Chicago, IL, US

30+ days ago Requisition ID: 1017

Salary Range: $18.00 To $20.00 Hourly

Bi-Lingual (Spanish) Operations Assistant | Full Time, 12 Month Position

Objective -The operations assistant works toward ensuring a smooth office environment with a focus on supporting the entire ChiTech community. This position requires completing consistent daily and weekly tasks, as well as identifying potential obstacles or opportunities to ensure smooth day to day operations in the office. In addition to collaborating with team members, it is the operation assistants responsibility to engage in student affairs displaying Chitech norms and core values.

Responsibilities

Office Management (Team Role: Support)

• Support in managing the day to day operations of the school’s main office by providing students, staff, parents and other visitors with 1st class customer service and connecting them with the appropriate department in a polite and professional manner
• Support the completion of office and operations activities in a timely, efficient manner. Responsibilities include but are limited to:
  • Receive and distribute incoming mail ensuring that all confidential documents are secure and delivered to the appropriate party in a timely manner
  • Process outgoing mail,mass mailings (info packets, grade reports, etc. & packages for timely delivery
  • Ensure frequently used documents by students, staff, and parents neatly organized and ready for us
  • Serve as the main office’s gatekeeper to address questions, concerns, and minimize interruptions of the school’s leadership team
  • Answer the phones, redirecting inquiries as they come and relaying accurate messages to staff in an appropriate time frame, without disruption of student instruction
  • Collect, process and follow-up with families regarding student fees
  • Distribute, organize and order student uniforms and uniform rentals following the school’s policy
  • Update and enter student data (Aspen, Naviance, ODA, Verify, etc.)
  • Coordinating ID Pictures
  • Student File management and organization
  • Collecting required forms and documents by required deadlines (FIIF, Medical, enrollment docs, etc.)
  • Update and prepare the school calendar (PDF and via Google Calendar)
• Store and file any and all confidential student information in a secure location meeting CPS file audit guidelines,contacting the families for any missing documentation
• Driver: Support the reporting of accurate attendance data by serving on the attendance team and completing activities including but not limited to:
  • Completing unsubmitted attendance
  • Data updates and corrections
  • Completing all attendance team member responsibilities

Student Recruitment & Enrollment (Team Role: Support)

• Attend recruitment events to present Chitech’s student recruitment pitch in an exciting and authentic manner
• Conduct assigned recruitment calls to potential students reminding them of upcoming events, deadlines, and any missing information or documentation they may still need for enrollment
• Fulfill assigned home visits and collect required information
• Collaborate with the enrollment manager to create engaging activities to meet enrollment goal
• Aid in the assembling and mailing of recruitment packets and souvenirs to potential students, and schools
• Support beginning of year onboarding for all students

Compliance (Team Role: Support/Driver)

• Support the submission and entry of required compliance documents (Medical Compliance, FIIF (Driver))
• Conduct weekly facility walkthroughs and make recommendations for improvement
• Update School emergency escape plan and ensure each room has a diagram of the appropriate escape route,near the exit

Special Events & School Culture (Team Role: Driver)

• Participate in the planning and execution of all school events (recruitment, open house, RCPU, B2S Night, etc.)
• Ensure safe storage, maintenance and appropriate use of event equipment (mascot, sound system, etc.) andoversee usage/request for usage of equipment
• Support the school’s culture team as needed (hallway monitoring, restorative practices, student supervision)

General Support (Team Role: Support)

• Monitor morning entry, dismissal, hallways, student lunch periods and other periods by maintaining a peaceful and clean eating environment, monitoring student behavior and ensuring student safety and wellness
• Act as a liaison between teachers and leadership as it relates to classroom furniture needs
• Ensure the building is secure and cleared on normal school days and during special events
• Serve as administrative support to the school’s leadership team as requested
• Communicate with the school leadership team about relevant issues in a timely manner

Professional Responsibilities: (Team Role: Driver)

• Attend all required staff meetings
• Be available to open/close the building as needed
• Respond to emails in a timely manner
• Uphold ChiTech’s values and expectations
• Other duties as assigned

Qualifications

Bachelor’s degree in related field, preferred

Experience working in an office, preferably in a school setting.

Strong interpersonal and communication skills, with the ability to build trust and rapport with students and staff

Basic phone and technology skills; use of google suite