High School Administrative Assistant

Distinctive Schools of IL•Chicago, IL

22h•Onsite

About The Position

The High School Administrative Assistant provides administrative and operational support to the campus team. The role includes answering and directing phone calls, taking messages, coordinating general school office operations, and greeting and assisting visitors, staff, and students. The position supports family and staff communications, front desk operations, records and data entry, attendance, food service, cash documentation, recruitment and registration, and campus safety. The role is based at CICS Longwood High School in Chicago, Illinois, and reports to the Campus Operations Manager. It is a regular full-time position with an F.T.E. of 1.0. The starting salary is $42,029, commensurate with experience, and the stated start date is November 2026.

Requirements

High school diploma or equivalent.
At least 2 years of school operations or business administration experience.
Familiarity with Google Docs, Google Sheets, and Google Slides.
Proficiency operating a computer and using advanced text processing, spreadsheet, and database software to enter, manipulate, format, and retrieve information.
Ability to meet the stated physical demands: frequent lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and fine finger dexterity. The job generally requires 30% walking and 70% standing.

Responsibilities

Serve as a liaison between families and school staff to fulfill requests and schedule appointments.
Provide written and verbal translations.
Handle and direct calls to the appropriate employee, take messages, and assist callers with information.
Maintain a neat and orderly office and welcoming lobby or reception area.
Create and maintain accurate sign-in and sign-out forms, and assist and direct school visitors.
Partner with the Office Manager to send family and staff communications and assist with scheduling Parent Teacher Conferences.
Maintain the School Principal’s calendar and schedule appointments and interviews.
Copy and distribute documents and forms to staff and families.
Check the general school mailbox and reply to messages requesting contact or information.
Partner with the Office Manager to collect and maintain student and staff records.
Assist with record requests and preparation of requests.
Assist with student attendance, tardiness, and pickup times, and support immunization compliance.
Maintain school receipts and proper documentation for cash intake.
Support online payments.
Process lunch applications manually and input them into the proper Student Information System.
Assist the School Principal and Campus Operations Manager with operational duties as requested.
Assist with new student recruitment and registration, including attending school events.
Distribute materials to be sent home for students and families and support supply orders.
Monitor school entrances and exits and inform the school leadership team if someone on campus has not signed in.
Check identification for guests and visitors when they sign in.
Maintain records for students entering and leaving the building and ensure proper identification and permission for adults 18 and older picking up or dropping off students.