Department Assistant - Social Studies

New Trier Township HSD 203•Winnetka, IL

10d•Onsite

About The Position

The Department Assistant supports the Social Studies department chair and faculty by providing general office coordination, reception, and support services to a large academic department. The role assists staff, students, parents, and outside agencies with information and directs them to appropriate resources. It requires working within established guidelines while exercising confidentiality, initiative, and judgment, and managing multiple tasks and interruptions with organization and attention to detail. The position coordinates a broad range of department activities, including student flow, faculty and substitute attendance tracking, substitute support, new-teacher orientation when needed, department meetings, professional development, Institute Day planning, master schedule and staffing support, budget and accounts payable tasks, travel and field trips, office equipment, and the department calendar. The assistant also performs reception, records, scheduling, communications, inventory, purchasing, and other administrative duties. Other duties may be assigned by the supervisor.

Requirements

High school diploma or equivalent experience.
Knowledge of current office practices and procedures, computers, and additional office equipment.
Ability to keyboard rapidly and accurately.
Knowledge of and ability to use various types of software applications.
Ability to assemble and organize data and prepare reports from records.
Physical ability to move around frequently in the office area and other areas of the building.
Exemplary interpersonal skills and ability to communicate clearly and distinctly with staff, students, parents, and outside agencies.
Ability to coordinate the relatively complex and frequent activities associated with a large department.
Ability to work with some independence, exercise confidentiality, initiative, and judgment, stay current with information and procedures, and manage multiple tasks and interruptions with organization and attention to detail.

Responsibilities

Perform reception duties and answer questions from staff, students, parents, and outside agencies, directing them to appropriate resources.
Collect, sort, and distribute mail; deliver messages; and make and answer phone calls.
Maintain inventories of department texts, audiovisual resources, forms, records, schedules, and lists.
Complete data entry and maintain databases; complete forms; write correspondence; type reports and other documents; organize mailings; and make photocopies.
Schedule appointments, meetings, and rooms; order refreshments; organize special programs; and maintain an accurate department calendar and schedule.
Track faculty attendance and complete the daily faculty and substitute attendance process.
Request and assist substitute teachers and provide them with necessary materials.
Support department budget monitoring by ordering textbooks and supplies, preparing requisitions for the Business Office, confirming purchase orders, and processing reimbursements.
Coordinate with computer laboratory, audiovisual, instructional assistant, and other staff to schedule classes, equipment, and materials as needed.
Order repairs and routine maintenance for office equipment.
Support department meetings, Institute Day planning, teacher professional development, new-teacher orientation when needed, master schedule planning, staffing, travel, and field trips.
Project a positive image and attitude to parents, students, and staff.
Participate in professional growth activities to enhance job performance.
Perform other duties as assigned by the supervisor.