Administrative Assistant, Principal's Office

About the role

The selected candidate will coordinate a wide range of administrative activities of a highly responsible and confidential nature to the director of the department and department staff. IMSA is committed to an equitable, diverse and inclusive teaching and learning environment.

Responsibilities

• Manage and maintain the schedules of the Dean of Academics and Equity and the Dean of Student Support and Equity, including establishing and confirming appointments, preparing materials, organizing logistics and follow-up.
• Drafting general communications and handling written correspondence for distribution that includes memos, charts, tables, graphs, etc.
• Cook up and coordinate all administrative support and organizational work which includes arrange meetings, conferences, and travel; receive and screen telephone calls, letters, and/or visitors; manage student/parent sign outs; route or answer correspondence not requiring supervisor’s attention.
• Create and process all purchase orders/vouchers, check requests, work orders, inventory and other business forms including procurement.
• Support the student at-risk team through weekly reporting and data management.
• Organize, maintain, file, and retrieve program documents, records, and reports in paper and electronic versions.
• Provide lead administrative support to the Dean of Academics and Equity and the Dean of Student Support and Equity.
• Provide lead administrative support for all Principal Office tasks that are student centered (i.e. Family Day, Driver’s Ed, student residency, Youth Summit).
• Work collaboratively with the Sr. Administrative Assistant in additional tasks as needed.
• Complete department specific tasks/projects of an administrative nature.
• Operate standard office equipment such as telephone, computer and calculator on a frequent basis.

Qualifications

• High school diploma
• Strong knowledge of Microsoft Office Suite and Google Suite, specific expertise in Excel/Google Sheets
• Strong computer skills and ability to learn new systems and tools
• 3-5 years’ experience supporting mid level management or equivalent combination of education and work
• 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
• Substantial time is spent working on a computer
• Substantial time is spent sitting at a desk

Benefits

IMSAN offers a comprehensive state benefits package (major medical, dental, vision, and prescription), a generous paid time off plan, and a retirement plan through the State University Retirement System (SURS). SURS is reciprocal with other Illinois public retirement systems such as the Teachers’ Retirement System of Illinois (TRS) and the Illinois Municipal Retirement Fund (IMRF).