Administrative Assistant, Student Affairs

Overview

POSITION SUMMARY

This position coordinates a wide range of support activities of a highly responsible nature for the department of Student Affairs.

Hours/Shift/Work Schedule:  This position is a full time non-exempt position.  Hours worked: 8:00am – 4:30pm, Monday through Friday with occasional evening and weekend hours.

The Illinois Mathematics and Science Academy (IMSA) is committed to an equitable, diverse and inclusive teaching and learning environment.  Through a model of Equity and Excellence, IMSA has committed to advancing equity in STEM education and representation and creating a diverse, inclusive community of global citizens who can realize their full potential, and execute our mission to advance the human condition.

This Equity and Excellence work is the intentional integration of Cultural Competence, Diversity, Equity, Equity-Minded Frame, Excellence and Inclusion into every facet of the Academy, with the understanding that it is an active and ongoing process involving structures, processes and people and not an isolated initiative.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• 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.

Qualifications

MINIMUM QUALIFICATIONS

• High school diploma
• 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

PREFERRED QUALIFICATIONS

• 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

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Work is performed in an office setting with minimal exposure to health or safety hazards.  Substantial time is spent working on a computer. This role generally requires mobility, written and verbal communication, hearing and visual capabilities. However, reasonable accommodations, including assistive technology, may be made to enable qualified individuals with disabilities to perform such requirements.

COMPENSATION:

This is a full-time, non-exempt, employment-at-will position. Salary regionally commensurate with training and experience in like-institutions with a range of $50,000 to $60,000. IMSA offers a comprehensive state benefits package (major medical, dental, vision, and prescription) with rates found here, 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).

The Illinois Mathematics and Science Academy provides equal employment opportunities to all applicants and employees without regard to race, color, religion, gender, gender identity or expression, sexual orientation, age, national origin, ancestry, citizenship status, pregnancy, disability, genetic information, marital status, political affiliation, amnesty, arrest record, military status, unfavorable discharge from the military or status as a covered veteran in accordance with applicable federal, state and local laws.