Job Title: Department Assistant – Art, Applied Arts, Business Education, Modern & Classical Languages, and Student Activities

Assignment: Extended School Year, 7:30 a.m. to 4:00 p.m.

Location: Northfield Campus

Pay Grade: 6; no less than $23.94

Supervisor: Department Coordinators

Position Overview:

The Department Assistant provides administrative and operational support across four academic departments and one student activities department at the freshman campus. This role serves as a key point of contact for faculty, staff, students, and families, connecting people with information and resources, keeping departments organized, and helping events run smoothly.

This position requires the ability to work independently within established guidelines, exercise sound judgment and strict confidentiality, manage competing priorities, and maintain attention to detail in a busy environment.

Qualifications:

• High school diploma or equivalent experience.

• Strong organizational skills with the ability to prioritize tasks and manage multiple responsibilities amid frequent interruptions.

• Proficiency in Microsoft Office, Google Workspace, and standard office software applications.

• Knowledge of current office practices and procedures, technology, and additional office equipment.

• Experience with data entry, records management, and report preparation.

• Excellent written and verbal communication skills; ability to interact professionally with students, families, staff, and outside agencies.

• Physical ability to move throughout the building as needed and regularly lift items weighing at least 25 pounds.

Position Expectations

Academic Department Support

Supports department coordinators and faculty by:

• Providing front-desk reception and serving as the primary point of contact for students, staff, calls, and inquiries.

• Collecting, sorting, and distributing departmental mail and communications.

• Performing administrative tasks including data entry, database maintenance, correspondence, report preparation, mailings, copying/scanning, scheduling meetings and rooms, organizing special programs, and ordering refreshments.

• Organizing and maintaining department records, calendars, schedules, and reference lists.

• Tracking faculty attendance.

• Managing the daily substitute teacher process, coordinating substitute teacher requests, ensuring substitutes have the materials they need, and entering attendance.

• Monitoring department budgets, ordering supplies and textbooks, completing requisitions for the Business Office, confirming purchase orders, handling reimbursements, and reconciling monthly expenses.

• Scheduling classes, equipment, and materials in coordination with labs, AV, instructional assistant, and other staff.

• Maintaining inventories of textbooks, audiovisual resources, and department forms.

• Liaising with the Communications Department to share the accomplishments of students and staff on social media.

• Submitting requests for office equipment repair and routine maintenance.

Student Activities Support

Supports the student activities coordinator, students, and club sponsors by:

• Providing logistical and organizational support for school events and programs, including Spirit Week, Freshman Mixer, Winter Dance, Spring Fest, After the Academic, and other campus activities.

• Staffing the Freshman Mixer and Winter Dance (some evening hours required).

• Organizing and maintaining the Student Activities Work Room.

• Administering the purchase card sign-out process and maintaining accurate records of receipts, reimbursements, and expense coding for approval.

• Tracking funds and fundraising activity and processing purchase orders for the activities office and clubs.

• Maintaining the fundraising calendar.

• Reviewing and approving advertisement submissions for the Northfield Campus.

• Reviewing and approving club rosters submitted each spring.

General Responsibilities:

• Assist students, staff, and families by answering questions and connecting them with appropriate resources.

• Maintain a positive, professional presence to students, staff, and families.

• Engage in ongoing professional development to stay current with school practices.

• Perform other duties as assigned by supervisor.

FLSA: Non-Exempt

Link to Salary Schedule

Link to Benefits Summary

Department Assistant- Art, Applied Arts, Business Education, MCL, and Student Activities