Executive Team Assistant and Parent Liaison

Administrative Assistant

Waukegan Community Unit School District No. 60 serves nearly 13,000 students in preschool through grade 12 and is located halfway between Chicago, Illinois and Milwaukee, Wisconsin on the shores of Lake Michigan. The District has one early learning center, 15 elementary schools, five middle schools and a high school program divided between two 9th 12th grade campuses. The District encompasses portions of Waukegan, Beach Park and Park City.

Under the direct supervision of the Area Superintendents, this position will play a crucial role in ensuring the smooth and efficient operation of the Area Superintendent's office. Responsibilities include, but are not limited to:

• Administrative Support
• Manage the Area Superintendent's calendar, schedule meetings and coordinate appointments.
• Inform the Area Superintendents of scheduled meetings, telephone calls, correspondence, work to be completed, department/school based problems and concerns and other matters that require attention, as well as any recommended follow-up action taken or which may be required.
• Organize and maintain documents, files and correspondence.
• Prepare for scheduled meetings, including but not limited to: agendas, reports, physical space set up and presentations for meetings.
• Prepare Board Docs information at the direction of the Area Superintendent's.
• Communication
• Greet and screen callers and visitors, ascertain nature of inquiry and direct to appropriate personnel.
• Communicate with District personnel and/or parents according to established guidelines, policies and procedures.
• Assure timely and accurate communications between office and other departments, schools and outside agencies.
• Draft and distribute communications, including newsletters, memos and reports.
• Coordinate with school principals, district staff and other stakeholders.
• Accurately take and transcribe dictation and meeting minutes, as necessary.
• Project & Task Management
• Track deadlines and follow up on action items from meetings.
• Support the development of strategic initiatives and presentations.
• Monitor progress on school improvement goals and initiatives.
• Budget & Procurement Process
• Requisition s and manage office budgets.
• Work with vendors and departments to ensure timely receipt of orders and services.
• Keep organizational and financial information current at all times.
• Event Planning & Logistics
• Organize professional development sessions, parent meetings and district-wide events.
• Coordinate travel and accommodations for the Area Superintendent's.
• Data & Compliance Support
• Maintain records and assist with compliance-related documentation.
• Support the Area Superintendent's in data collection and reporting needs.
• Family Engagement & Support
• Foster strong relationships between families, schools and the Area Superintendent's office by serving as a bridge between parents and school/district administration.
• Conduct parent meetings to gather concerns and develop a plan for addressing issues.
• Provide resources and guidance to families.
• Conflict Resolution & Mediation
• Assist parents in resolving concerns related to school/district policies, attendance and discipline.
• Mediate discussions between parents and school staff to ensure productive outcomes.
• Keep parents informed about district initiatives, policies and available resources.
• As needed, develop family newsletters, flyers and social media updates to enhance family engagement.
• Support schools in increasing parental involvement in academic and extracurricular activities.
• Work closely with school administrators and staff to ensure alignment in parent communication.
• Partner with the Office of Student Outreach to address attendance and disciplinary concerns.
• Assist with district-wide parent engagement strategies and events.

Essential Duties and Responsibilities:

Knowledge and Abilities:

• Knowledge of modern office practices, procedures and equipment usage.
• Proper record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience, courtesy and proper office etiquette.
• Procedural requirements and timelines for completion of administrative tasks pertinent to the administrative activities and responsibilities of the Area Superintendent's Office.
• Ability to independently anticipate and act upon the needs of the Area Superintendents to whom they are assigned.
• Use consistent, good judgment and demonstrate sound decision-making and problem-solving abilities.
• Communicate effectively both orally and in writing.
• Establish and maintain cooperative and effective working relationships with others.
• Maintain accurate records and prepare reports.
• Determine and take appropriate action within clearly defined guidelines.
• Work independently with little direction.
• Create schedules and timelines.
• Develop presentations and audio visual materials and newsletters.
• Independently compose correspondence and written materials.
• Perform specialized secretarial and administrative actions in support of program activities unique to…