Administrative Coordinator, Osse

Chicago Public Schools (CPS) is the third-largest school district in the United States, serving over 340,000 students in 600+ schools and employing nearly 36,000 people, most of them teachers. CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life. In order to fulfill this mission, we make three commitments to our students, their families, and all Chicagoans: academic progress, financial stability, and integrity. Six core values are embedded within these commitments - student-centered, whole child, equity, academic excellence, community partnership, and continuous learning.
Student Support and Engagement (OSSE) works with schools and networks to establish systems of support to keep all students on track and engaged in school. Student Support and Engagement (OSSE) provides comprehensive support to help students become more connected to and engaged in school. We provide re-engagement services for out-of-school youth; resources to eliminate barriers for students in temporary living situations; attendance and truancy guidance for families, schools, and networks; and extended learning opportunities to enhance all students' core academic experience while engaging parents and community members in school-led activities.
Job Summary:
The Program Assistant provides administrative support to the Executive Director of Student Supports & Engagement (OSSE) and team, including the Director of Student Transitions and Stabilization, the Director of Attendance and Enrollment, and the Director of Student Engagement and OSSE grant programs. The Program Assistant provides logistical support for the office and the promotion, organization, and implementation of strategies, communications, and events that facilitate the requisite support for students arriving and thriving at school.
The Program Assistant will be held accountable for the following responsibilities:

• Communicating on behalf of OSSE with internal and external administrative offices, outside agencies, and school staff
• Provide logistical support for events that prepare staff to facilitate interventions, programs, workshops, and communications
• Planning meetings with internal and external partners
• Performing routine office duties on a daily basis (schedule meetings, manage calendars, order office supplies)
• Assisting professional staff in the completion of required responsibilities as appropriate
• Provide logistical support for the planning and execution of Professional Developments to OSSE staff
• Schedule staff evaluations and performance review sessions
• Contribute to team effort by accomplishing related results as needed
• Complete operational requirements by scheduling and assigning administrative projects; expediting work results
• Submit requisitions and complete receipting of purchase orders to ensure vendor payment
• Support the Executive Director with full OSSE budget management
• Support OSSE with posting positions, hiring and onboarding new employees
• Approve Kronos requests, oversee SPS extended day programs, and ensure teams' fidelity with staffing and human resource requirements
• Process all team reimbursements and make travel arrangements for conferences and other professional experiences
• Support partners through the vendor and contract process by collaborating with CPS procurement and legal departments
• Manage the day-to-day implementation of all standard operating procedures
• Maintain supply inventory; anticipate needed supplies and technology equipment; place and expedite orders for supplies and equipment; verify receipt of supplies

In order to be successful and achieve the above responsibilities, the Program Assistant must possess the following qualifications:
Education Required:

• Associate degree or bachelor's degree from an accredited college or university

Experience Required:

• Minimum of three (3) years of experience in administrative and/or operations support
• Human resource, budget, or legal experience is preferred

Knowledge, Skills, and Abilities:

• Exhibit appropriate interpersonal skills to support a positive workplace environment
• Knowledge and experience of relevant software applications - spreadsheets, word processing, and database management
• Knowledge of administrative and clerical procedures
• Proficient in spelling, punctuation, grammar, and other English language skills
• Proven experience in producing correspondence and documents
• Proven experience in information and communication management
• Ability to develop and maintain partnerships
• Ability to maintain good relationships; must be a team player

Conditions of Employment
As a condition of employment with the Chicago Public Schools (CPS), employees are required to:

• Establish/Maintain Chicago Residency - Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district. The Chicago residency requirement does not apply to temporary/part-time positions, however, all CPS employees must be residents of Illinois.
• Be Fully Vaccinated Against COVID-19 - Unless approved for a medical or religious exemption, all employees are required to be up-to-date on COVID-19 vaccinations, including boosters, and to submit proof of vaccination to the district within 30 days of hire. "Up-to-date" on vaccination is defined as being at least two weeks past all primary vaccine doses and any applicable boosters.