Administrative Assistant to Executive Directors (Middle and High School) and Coordinator of Athletics and Activities

Function / Position Summary

This position provides high-level administrative, operational, and confidential support to the Executive Directors of Middle and High School and the Coordinator of Athletics & Activities. The role is responsible for coordinating complex systems across secondary schools, athletics, extracurricular programs, and district initiatives.

The position serves as a central hub for communication, scheduling, compliance tracking, budgeting, and program logistics, ensuring alignment and efficiency across secondary education and districtwide student programs

It requires independent judgment, discretion, and the ability to manage competing priorities across multiple departments. 

Job Duties / Responsibilities

• Manage calendars, appointments, and scheduling for Executive Directors and the Coordinator.
• Coordinate and prioritize communication, including correspondence with principals, staff, parents, and community members.
• Serve as a primary point of contact for inquiries and concerns related to secondary schools and district programs.
• Manages the Residency Exception Request (RER) process for secondary schools (or others as needed) in alignment with Board policy and established procedures within the Office of Schools.
• Draft, edit, and distribute professional communications, reports, and presentations.
• Maintain strict confidentiality regarding personnel matters, collective bargaining, and district operations.
• Support ongoing communication and coordination with middle and high school principals and leadership teams.
• Monitor and respond to community concerns using platforms such as Let's Talk.
• Support secondary initiatives (e.g., graduation, principal meetings, athletics and activities meetings, student advisory, summer programming, etc.) and coordinate related meetings by preparing materials, managing logistics, and documenting and distributing minutes.
• Coordinate logistics for hiring, including interview scheduling and candidate communication.
• Review and process extracurricular field trips for district approval.
• Maintain program calendars and assist with districtwide event logistics.
• Track compliance documentation related to IHSA, ISBE, and driver's education requirements.
• Assist with organization of the Athletic & Activities Council and Appendix F programming.
• Maintain and monitor budgets for Executive Directors and athletics/activities programs.
• Process purchase orders and invoices (ie. Pcard, etc)
• Assist in tracking contracts, agreements, and financial documentation.
• Assist in preparation of financial reports for the Board of Education and district leadership.
• Support financial data preparation for collective bargaining and reporting purposes.
• Support creation and management of professional learning courses in Canvas.
• Track attendance and process documentation for professional development credit.
• Assist with coordination of district training sessions and workshops.
• Work within ISBE/IWAS as it pertains to overseeing the Cooperative Driver Testing Program (CDTP) Yearly Update and documenting any changes in certified instructors for Driver's Education on behalf of the District.
• Manage summer school inquiries and support the Coordinator with before- and after-school programming, as needed.
• Assist with documentation and reporting requirements tied to state programs.
• Maintain office supply inventory and order materials.
• Process incoming mail and manage records.
• Monitor department leave calendars and manage school time sheets.
• Conduct research and complete special projects as assigned.
• Provide logistical support across d