Executive Administrative Assistant Job Description 

Position Title: Executive Administrative Assistant 

Reports To: Principal and Assistant Principal

Compensation: Salary Commensurate with Degree and Experience; Salary Range: $65,000-$75,000

Calendar: 12 Month position

SUMMARY 

In collaboration with the Principal and Assistant Principal, develops systems to limit Principal and Assistant Principal time spent on operational tasks, allowing them to focus on instructional leadership. Under the direction of the Principal, facilitates and coordinates activities and projects such as special events, transportation, and daily calendar events. 

We seek a candidate who possesses:

• Enthusiasm for, and a commitment to, the mission and vision of DePaul College Prep.
• Enjoyment in spending time engaging with students and educators.
• A high level of energy and ability to work on many tasks/projects in a fast-paced environment.
• Strong organizational and time management skills.
• Excellent interpersonal, phone and writing skills.
• The ability to manage competing demands from various individuals.
• Discipline and reliability.
• Strong communication skills, both written and verbal with both students and adults.
• Willingness to stretch and develop their skills.
• A can-do, positive attitude.
• Flexible thinking.
• Strong collaboration skills.
• Self-starter abilities; enjoys a challenge and is invested in creating exceptional work.
• The ability to readily follow through and close the loop on projects.
• Respect for, and recognition of, confidentiality.
• A collegial approach to working with multiple constituencies (Administration, Department Chairs, Admissions, Advancement, Athletics, Facilities).
• Responsiveness to requests for information and support.
• A sense of humor and patience.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

Duties must be performed on site.

• Meets with the Principal regularly to discuss instructional focus and management concerns. 
• Coordinates scheduling of meetings for the administrative team and manages room reservations. 
• Manages the process of assigning substitutes each day and manages a year-long calendar for this.
• Manages planning for special events related to faculty professional development days and other faculty-related events.
• Manages field trips and oversees transportation needs with Manager and Assistant Manager of Auxiliary Business Operations.
• With Department Chairs, manages the textbook renewal and ordering process.
• Assists Principal with managing Title Funds, Summer programming and departmental budgets and processes.
• Helps create and implement the Crisis Emergency Plan and processes.
• Manages communication and documentation for the Continuing Professional Development Units (CPDU) process for on-campus professional development. 
• Works with the Instructional Technology Team to manage and organize the DePaul Prep Resources Shared Drive.
• Works in collaboration with the Registrar/Main Office Administrative Assistant to maintain supply inventories as appropriate to guarantee efficient organization of the school.
• Participates in Attendance Review meetings to assist the Principal and Assistant Principal in monitoring student attendance and coordinating communications to parents as students approach attendance thresholds for a grade reduction.
• Working with the Assistant Principal and Department Chairs, coordinates all university requests for student-teacher placement, clinical observations, and other university teacher pre-service opportunities.
• Creates documents that reflect final exam schedules, meeting schedules, and other calendars necessary for faculty and staff communications.
• Creates framework for Sunday Weekly Preview email for Principal to complete.
• Understands yearly school calendar and cycle of events to proactively assist in managing project timelines and scheduling times.
• Collaborates with the Director of Data Management and Scheduling to manage Illinois and Cognia data collection and assists with completion of compliance forms, ISBE surveys, or related documents as needed.
• Promotes the school through positive relations with the community, businesses, parents, and students.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES 

• This position does not supervise other employees. 

QUALIFICATION REQUIREMENTS 

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE 

• Required: Bachelor's Degree in Education, Business, Human Resources, or a related field. 
• Preferred: Educational degree in teaching or administration and/or three to five years of experience in business management or educational management. 

READING AND WRITING SKILLS 

• Ability to read and interpret documents such as education reports, education journals, student achievement data reports, financial statements, and budget documents. 
• Ability to write reports of a detailed nature for various audiences. 
• Demonstrated ability in writing effective correspondence and presentations. 
• Demonstrated ability to speak effectively before groups, including, but not limited to, parents, staff, administrators, and community members. 

MATHEMATICAL SKILLS

• Ability to calculate figures and amounts, preferably using spreadsheets.

REASONING ABILITY 

• Ability to define problems, collect data, establish facts, and draw valid conclusions. 
• Ability to listen actively to understand complex problems.
• Ability to interpret an extensive variety of instructions in mathematical or diagram form and deal with several abstract and concrete variables. 

OTHER SKILLS AND ABILITIES 

• Demonstrated ability to establish and maintain effective working relationships with administrators, students, parents, staff, and the community. 
• Demonstrated ability to engage as an effective team member. 
• Willingness to support school  initiatives and collaborate effectively with various stakeholder groups. 
• Demonstrated ability to effectively problem solve and engage in positive conflict resolution.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to perform duties with awareness of all DePaul College Prep requirements and policies.
• Demonstrated skill and ability in using various computer application software, including use of  Google Suite.
• Experience using business and student management system software for educational settings preferred. (Power School, Blackbaud, Schoology).

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job, with or without reasonable accommodations.  While performing the duties of this job, the employee is regularly required to sit and talk or listen.  The employee frequently is required to walk and stand. Specific vision abilities required by this job include close vision, color vision, and depth perception. While performing the duties of the job the employee will visit various buildings and meetings. The employee will frequently lift up to 25 lbs., such as materials for presentations.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job, with or without reasonable accommodations. The noise level in the work environment is usually quiet. Work is normally performed indoors in regulated temperatures. The employee may be required to work outdoors for special events, where the noise level and temperature may be less controlled.

Benefits Available:

Medical, Dental & Vision Insurance 

Life and Disability Insurance 

Accident, Critical Illness, and Hospital Indemnity Insurance

Sick, Personal, and Vacation Days

403(b) Plan 

Transit Benefit