High School Administrative Assistant

Distinctive Schools•Chicago, IL

3d•Onsite

About The Position

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

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.

Responsibilities

Serve as a liaison between families and school staff and fulfill requests as needed.
Schedule appointments and assist with scheduling Parent Teacher Conferences.
Provide written and verbal translations.
Handle and direct calls to the appropriate employee, take messages, and provide callers with information.
Keep the office neat and orderly and ensure the lobby and reception area are welcoming.
Create and maintain accurate sign-in and sign-out forms and assist and direct school visitors.
In partnership with the Office Manager, send communications to families and staff.
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 respond to messages requesting contact or information.
In partnership with the Office Manager, collect and maintain student and staff records.
Assist with record requests and prepare requested records.
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 enter them into the appropriate 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.
Help distribute materials sent home for students and families.
Support supply orders.
Monitor school entrances and exits and inform the school leadership team if someone is on campus without signing in.
Check identification for guests and visitors when they sign in.
Maintain records of students entering and leaving the building and ensure adults aged 18 or older have proper identification and permission for student pickup and drop-off.