Student Affairs Administrative Specialist

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

Job summary

IMSA in Aurora, IL seeks a detail‑oriented Administrative Coordinator to support the Department of Student Affairs. This full‑time, non‑exempt role runs 8:00am–4:30pm, Monday–Friday with occasional evenings and weekend hours.

You will manage calendars for the Executive Directors, draft communications, assist with budgeting and purchasing, update the Student Affairs website, and coordinate transportation. IMSA emphasizes Equity and Excellence, inclusivity, and strong customer service.

Qualifications

• High school diploma required.
• Strong knowledge of Microsoft Office Suite and Google Suite.
• Exceptional organizational, problem-solving and project management skills.
• Excellent communication and interpersonal skills.
• Ability to collaborate in a team environment.
• Strong emotional intelligence that demonstrates solid judgment and resiliency.
• Demonstrated ability to work inclusively with individuals from diverse backgrounds and perspectives.
• Strong commitment to providing outstanding customer service.
• Willingness to serve as an active and contributing member of the Academy.
• Ability to establish and maintain positive professional working relationships with all IMSA constituents.
• Ability to multi-task in a fast-paced and changing environment.
• Associate’s Degree
• 5 - 7 years’ experience or an equivalent combination of education and work experience
• Experience in a school environment or with educational programs
• Experience in a State agency
• Bilingual English-Spanish 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

Organizational skills

Communication skills

Interpersonal skills

Team collaboration

Emotional intelligence

Customer service

Multi-tasking

Education

High school diploma

Associate’s Degree

Job description

IMSA in Aurora, IL seeks a detail‑oriented Administrative Coordinator to support the Department of Student Affairs. This full‑time, non‑exempt role runs 8:00am–4:30pm, Monday–Friday with occasional evenings and weekend hours.

You will manage calendars for the Executive Directors, draft communications, assist with budgeting and purchasing, update the Student Affairs website, and coordinate transportation. IMSA emphasizes Equity and Excellence, inclusivity, and strong customer service.