OPERATIONS ASSISTANT

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, andany 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

School Leadership Support (Team Role: Support)

• 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
• Bi-lingual Spanish speaker