Illinois Mathematics and Science Academy

  • Administrative Assistant, Student Inquiry and Research

    Job Locations US-IL-Aurora
    Posted Date
    1 week ago(7/11/2018 10:03 AM)
  • Overview

    This selected candidate will coordinate a wide range of support activities of a highly responsible and confidential nature for the Student Inquiry and Research department.


    Hours/Shift/Work Schedule:  As a non-exempt employee, the incumbent is expected to work a set schedule of 40 hrs/week; typically, M - F 8:00 A.M. - 4:30 P.M.



    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.


    • Manage and maintain the manager's schedule including establishing and confirming appointments, prepare materials, logistics and follow-up
    • Maintain and coordinate the team's master calendar and the calendars and meetings for each team member
    • Drafting general communications and handling written correspondence for distribution that includes memos, charts, tables graphs, etc.
    • Coordinate all administrative support and organizational work which includes arranging meetings, conferences, and travel; receive and screen telephone calls, letters, and/or visitors; Routing or answering correspondence not requiring supervisor’s attention.
    • Assist in the formulation and tracking of the department budget, business planning and related planning functions.
    • Process purchase orders/vouchers, check requests, work orders, inventory and other business forms including procurement.
    • Organize, maintain, file, and retrieve program documents, records, and reports in paper and electronic versions.
    • Operate standard office equipment such as telephone, computer and calculator on a frequent basis.



    • High School Diploma
    • Strong knowledge of Microsoft Office Suite
    • Exceptional organizational, problem-solving and project management skills
    • Excellent communication and interpersonal skills
    • Strong interpersonal, collaboration and communication skills
      Strong emotional intelligence that demonstrates solid judgment and emotional resiliency
      Demonstrated ability to work inclusively with individuals from a diversity of thought and backgrounds
    • Strong commitment to providing outstanding customer service
    • Demonstrate a willingness to serve as an active and contributing member of the Academy
    • Establishing and maintaining positive professional working relationships with all IMSA constituents
    • Ability to multi-task in a fast-paced changing environment



    • Associates
    • 5 - 7 years experience or an equivalent combination of education and work experience
    • Experience with educational programs
    • Experience in a State agency
    • Bilingual English-Spanish preferred



    Work is performed in an office setting with minimal exposure to health or safety hazards. Substantial time is spent working on a computer.  This is sedentary work which requires the following physical activities: sitting, walking, bending, stooping, finger dexterity, repetitive motions, talking, hearing and visual acuity.


    The Illinois Mathematics and Science Academy provides equal employment opportunities to all applicants and employees without regard to race, color, religion, gender, gender identity or expression, sexual orientation, age, national origin, ancestry, citizenship status, pregnancy, disability, genetic information, marital status, political affiliation, amnesty, arrest record, military status, unfavorable discharge from the military or status as a covered veteran in accordance with applicable federal, state and local laws.


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