Administrative Assistant to the Head of Schools

ABOUT HOLY FAMILY MINISTRIES

Holy Family Ministries is a unique community that provides opportunities for children, youth, and families from Chicago’s under-resourced neighborhoods to excel academically, grow spiritually, expand life experiences, and become exceptional leaders. For nearly forty years, Holy Family (HFM) has provided hope and purpose, rooted in faith, through the transforming power of education. More than 500 students across four programs are enrolled in year-round programming, each experiencing the chance for a brighter future. At Holy Family, Excellence in Education goes beyond just the classroom, ensuring every child can succeed in school and life.

Our programs strengthen communities by educating youth for entrance into high-performing high schools; instill in youth the values, character strengths, and resilience needed to succeed in life; and develop young leaders. The four stellar programs available at Holy Family Ministries: 1) Little Learners Academy - Early learning education, 2) Holy Family School - Education for K-8, 3) Adventures in Learning - afterschool and summer camp, and 4) The Peace Exchange -youth leadership and violence prevention program.

Holy Family Ministries has earned a Platinum Seal from Candid (Guidestar), a Four-Star rating from Charity Navigator, and a well-respected 501(c)(3) organization.

JOB OVERVIEW

The Administrative Assistant at Holy Family School is responsible for providing administrative support to the Head of Schools, Administrators, students, parents, and the school community. The individual in this role should possess excellent interpersonal skills, strong organizational abilities, and proficiency in office software and equipment. The Administrative Assistant will report to the Head of Schools and play a crucial role in ensuring the smooth operation of the school's administrative processes.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Demonstrates excellent customer service Possess a supportive demeanor and genuine enjoyment of working with staff, students, parents, and the community
• Demonstrates excellent interpersonal skills. Engages courteously and effectively with both the public and staff
• Must have excellent communication skills, written and verbal, must communicate clearly and distinctly in person and on the phone. Compose routine business correspondence and emails professionally and accurately
• Exercise independent judgment and discretion in all matters
• Demonstrates excellent organization and time management skills.
• Able to prioritize assignments and manage time efficiently
• Utilize strong organizational skills to problem solve, multitask, manage projects, and consistently meet deadlines
• Take initiative and work independently to strengthen organizational systems.
• Conduct inventories, complete check requests, and perform other record-keeping activities (attendance, student and teacher records) accurately and promptly
• Planning and coordinating skills are a must to secure transportation services as needed.
• Demonstrate strong competencies in software usage and technology
• Show a desire and ability to be a continuous learner
• Remain current on new technologies and best practices in administrative support.
• This does not present an exhaustive list of responsibilities and other duties may be assigned

QUALIFICATIONS

• High School Diploma or GED (required)
• Associates Degree or Bacherlors’ Degree (preferred)
• Minimum 5 years’ of experience as an Administrative Assistant
• Excellent communication skills (verbal and written)
• Proficient in Google Workspace, Microsoft Office Suites, and Canva. Must be able to perform various tasks, such as document creation,and record maintenance
• Proficient knowledge of spreadsheet functions, pivot tables, and mail merge
• Ability to learn new software quickly
• Effectively use the school's student information system (FACTS) for various administrative tasks.
• Operate office equipment efficiently and effectively
• Excellent Customer Services Skills
• Excellent team player
• Ability to demonstrate Holy Family Ministries mission, vision, values and guiding principles

WORK ENVIRONMENT

Able to work indoors and occasionally outdoors. Role requires sitting, standing, squatting, kneeling, seeing, hearing, and the ability to lift a minimum of 10lbs.

BENEFITS (full-time employees only):

Health insurance

Dental insurance

Vision insurance

Paid time off

Life Insurance

Short-term Disability

Employee Assistant Program (EAP)

403(b)

Job Type: Full-time

Pay: $57,000.00 - $63,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement

People with a criminal record are encouraged to apply

Application Question(s):

• The positions requires candidate complete an assessment to test proficiency in Excel Spreadsheets/Google Sheets and Powerpoint/Google Presentations. Are you willing to complete the assessment?
• Can you create a Pivot Table?
• How many years of have you worked as an Administrative or Executive Assistant?

Experience:

• Executive Assistant: 3 years (Required)
• Google Suites: 3 years (Required)

Work Location: In person