Newcomer Administrative Assistant (Part-Time), Olce

Chicago Public Schools (CPS) is one of the largest school districts in the United States, serving over 330,000 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.

The Office of Language and Cultural Education (OLCE) exists to guide CPS in providing a high-quality education for all language learners that is attentive to a culturally and linguistically diverse community of students, families, and educators. OLCE aims to achieve its mission through strategic planning, collaborative partnerships, professional development, and the production of tools and resources to improve instruction.

Job Summary:

The Newcomer Administrative Assistant (Part-time) will provide administrative support to ensure the efficient operation of the Newcomer team in the OLCE office while working closely with administrators and staff to organize files, create correspondence and prepare reports or documents. The Administrative Assistant (Part-time) will support the OLCE Newcomer manager with administrative duties.

This part-time/temporary position will be compensated for time worked on an hourly basis. The work schedule for this role will consist of an estimated 20-30 hours per week for an anticipated period of 12 months beginning September 2023 and ending August 2024. Due to the part-time/temporary nature of this work, this is not a benefit-eligible position. This role will report to the EL Newcomer Manager.

The Newcomer Administrative Assistant (Part-time) will be held accountable for the following responsibilities:

• Provide administrative support to ensure the efficient operation of the office.

• work closely with Administrators and staff to organize files, create correspondence and prepare reports or documents.

• complete a range of clerical tasks including managing calendars, sorting mail, or preparing invoices.

• engaging in event planning and meeting setup and implementation.

• Answers phone calls, schedules meetings and supports visitors.

• Carries out administrative duties such as filing, typing, copying, binding, scanning, etc.

• Write and distribute emails, correspondence memos, letters, faxes, and forms.

• Assist in the preparation of regularly scheduled reports

• Additional duties per the request of the OLCE staff

In order to be successful and achieve the above responsibilities, the EL Administrative Assistant (Part-time) must possess the following qualifications:

Education Required:

• High school diploma or GED equivalent

• Associates’s degree from an accredited college or university in a relevant field of study is preferred

Experience Required:

• Experience in project planning and management

• Experience working in or with educational institutions preferred

Knowledge, Skills and Abilities:

• Basic computer skills, experience with Google Suite and/or Microsoft Office

• Strong communication skills

• Understanding of data input and organization, planning and resource management

• Bilingual preferred

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.