Student Affairs Administrative & Operations Coordinator

Illinois Mathematics and Science Academy; Aurora (IL); On-site; USD 50,000 - 60,000; Full time

Job summary

Illinois Mathematics and Science Academy in Illinois is seeking an Administrative Assistant to support the Student Affairs office and executive leadership. You will handle scheduling, communications, and logistical coordination to ensure smooth operations.

The role requires strong organizational skills, proficiency with Microsoft Office and Google Suite, and a commitment to inclusive service. This on-site position offers regular hours with some evening or weekend flexibility as needed.

Qualifications

• High school diploma required.
• Strong knowledge of Microsoft Office Suite and Google Suite.
• Excellent communication and interpersonal skills.
• Ability to multi-task in a fast-paced environment.
• Commitment to equity, diversity, and inclusion.
• Experience in a school environment preferred.

Responsibilities

• Provide professional and welcoming customer service to students, families, faculty, staff, and visitors who interact with the Student Affairs office via virtual platforms, telephone, email and in-person.
• Manage and maintain the Executive Directors’ schedules including maintaining and coordinating calendars, establishing and confirming appointments, preparing materials, organizing logistics and follow-up.
• Draft general communications and handle written correspondence for distribution that includes memos, charts, tables, graphs, etc.
• Coordinate administrative support and organizational work which includes arranging meetings, conferences, and travel; receive and screen telephone calls, letters, and/or visitors; routing or answering correspondence not requiring supervisor’s attention.
• Coordinate Student Affairs (student and staff) transportation, bussing, and vehicular needs.
• Assist in the formulation and tracking of the department budget and related planning functions.
• Prepare and process purchase orders/vouchers, check requests, work orders, inventory, supplemental payment forms and other business forms including procurement.
• Assist with department projects, committee work, etc. as requested. Work closely with cross-departmental stakeholders to ensure successful completion of projects.
• Update Student Affairs website content.
• Organize, maintain, file, and retrieve documents, records, and reports in paper and electronic versions.
• Operate standard office equipment such as telephone, computer and calculator on a frequent basis.
• Other duties as assigned.

Skills

Microsoft Office & Google Suite

Organization & PM skills

Communication & interpersonal skills

Team collaboration

Emotional intelligence

Diversity & inclusion

Customer service excellence

Multi-tasking

Education

High school diploma

Associate’s Degree

Job description

Illinois Mathematics and Science Academy in Illinois is seeking an Administrative Assistant to support the Student Affairs office and executive leadership. You will handle scheduling, communications, and logistical coordination to ensure smooth operations.

The role requires strong organizational skills, proficiency with Microsoft Office and Google Suite, and a commitment to inclusive service. This on-site position offers regular hours with some evening or weekend flexibility as needed.