Administrative Associate, College of Education - University Primary School

University of Illinois Urbana-Champaign•Urbana, IL

9d•Onsite

About The Position

University Primary School (Uni Primary) is a Preschool-5th grade Reggio Emilia inspired lab school where children engage in creative, challenging, and meaningful curricular inquiries paired with Illinois Learning Standards. Our school has been The College of Education’s Lab School for 50+ years and includes children and families from the University and greater CU community. Led by masterful head teachers and located here on campus, we enjoy the intellectual resources of The University of Illinois. The democratic classroom communities at Uni Primary make effective use of cooperation, negotiation, and choice as a means to encourage children’s curiosity and love of learning. At Uni Primary, children are nurtured to support diverse talents and abilities through differentiated practices attuned to intellectual, academic, social, and emotional growth. At University Primary School, we believe every child has rights, strengths, and talents. With a differentiated approach to instruction, children are able to express their understandings and questions in multiple ways, interdependently alongside peers and adults. Children have regular and frequent opportunities to learn in groups of varying size (partners, individually with teachers, small groups, and whole group), to perform challenging tasks, and to make decisions and choices. Children’s initiative, problem-solving skills, and interactive role in their environment is fostered by teachers who guide with intention and a passion for learning and justice. Job Summary Provide administrative support and optimize overall programmatic workflow for the school director, teachers, families, and UIUC partners. Inform and interpret program policies and standards, manage and coordinate tasks and resources, assist in business operations, compose correspondence, handle sensitive and confidential information, maintain positive relations, use professional judgement, and build a sense of inclusivity and belonging.

Requirements

Bachelor's degree in business administration, management, or a field related to the position.
Two (2) years of professional business, financial, and/or managerial work experience.
Demonstrated experience managing administrative operations, coordinating with stakeholders, and handling sensitive and/or confidential information.
Sound judgment and problem-solving ability while upholding ethical standards.
Excellent interpersonal, written, and verbal communication skills.
Flexible, while instilling and creating healthy structures.
Reflective and thoughtful.
Patient, approachable, and reliable.
Demonstrated sensitivity toward and commitment to work with diverse people and perspectives.
Strong organizational skills and ability to maintain accurate, detailed records.
Outstanding time management.
Ability to assess and act independently in most situations, interpreting and applying policies and procedures.
Ability to work in a lively environment and manage multiple projects simultaneously, meeting concurrent deadlines.
Willingness to ask questions and challenge the status quo as part of a collaborative team; continuously growing in healthy conflict-resolution skills.
Business and operations management.
Basic physical tasks for implementing and maintaining physical organization and infrastructure of the program, must be able to move about school, classrooms, and outdoor spaces as needed.

Nice To Haves

Training and knowledge of university systems

Responsibilities

Assist the Director of University Primary School, understanding programmatic goals and priorities of the Director to prioritize issues and improvements.
Direct and document daily administrative operations and promote the mission of the school and campus mission.
Respond to routine and non-routine inquiries, policies, and procedures.
Initiate and coordinate with other units and programs on campus to benefit the school.
In partnership with Director, teachers, families, and other school stakeholders, communicate and organize information for school website, electronic and non-electronic correspondence, calendar, and news releases.
Serve as a resource to the overall school, especially in matters of safety or urgency.
Recruit, hire, and supervise undergraduate and graduate hourly employees.
Collaborate closely with leadership and HR to manage these appointments and payroll approvals.
Collaborate closely with leadership and HR to enter graduate student appointments and yearly academic hourly appointments.
Monitor and oversee annual University and State of Illinois school trainings such as Blood Bourne Pathogens, DCFS, asthma, p-card, ethics, and sexual misconduct training for program employees ensuring compliance with state and federal law.
Maintain accurate door access for program employees, and relevant UIUC students and partners for safety and compliance.
Supervise and communicate school entry for families and visitors using Raptor system for safety and compliance.
Seek out and attend professional development and training, resources, and education to enrich professional skills and collaborate with school team to share knowledge.
Assist with yearly admissions process by responding to inquiries, supporting school visits/open houses, and preparing admissions information for admissions committee.
Actively participate and contribute to the creation of a work environment that is supportive, respectful, welcoming, collaborative, inclusive, and promotes good.
Build and maintain healthy relationships with children and families as the front-office to the program; respond to needs and concerns of children and families in partnership with Director and teachers.
Submit and coordinate mandated state and federal documents and records, maintaining confidentiality.
Coordinate and communicate with teachers and families to collect student records and initiate student record transfers to and from school.
Design, develop, and maintain aesthetic improvements to the physical environment of the school.
Oversee technology support, organization, and purchasing for school.
Assist with annual budget preparation and oversee expenditures and monthly reconciliation of finances.
Maintain Pcard and Tcard, make and advise on purchases for the school, and submit expenditures as Pcard reconciler for program employees.
Manage travel arrangements and travel/expense reimbursements for Director and school staff.
Oversee transfer of funds between school and greater University for payments for services.
Responsible for monthly billing and deposits for the school using Banner and leading communication for tuition/deposits.
Performs other related duties as assigned.