Department Assistant - Kinetic Wellness and Athletics

Title:

Department Assistant- Kinetic Wellness and Athletics Assignment:

Full-time, 7:30 a.m. - 4:00 p.m.

Occupational Group:

NTESPA -

Administrative Location:

Winnetka Supervisor:

Kinetic Wellness Department Chair, Athletic Director Starting Rate:

$23.94/ hour

Position Overview:

The purpose of this position is to assist the Kinetic Wellness and Athletic Departments and department faculty by providing general office coordination, reception, and administrative support services at the Winnetka Campus. This employee assists staff, students, and parents in obtaining requested information and/or directing them to appropriate resources. This employee works within established guidelines, exercising strict confidentiality, initiative, and judgment in performing duties and staying current with information and procedures. The role requires attention to detail, strong organization, flexibility, and the ability to manage multiple tasks with interruptions.

Qualifications:

High school diploma or Associates Degree preferred. Capacity to project a positive image of the district to parents, students, staff, and outside vendors, and to exhibit a positive employee attitude.

Knowledge/Abilities/Skills:

Knowledge of current office practices and procedures, computers, and additional office equipment. Ability to keyboard rapidly and accurately. Knowledge of and ability to use various software applications (Word, Excel, Outlook & Google Workspace). Ability to assemble, mine, and organize data and prepare reports from records. Physical ability to move around frequently within the office and other areas of the building. Exemplary interpersonal skills, and ability to communicate clearly and distinctly with staff, students, parents, and outside agencies.

Position Expectations:

Assists the Kinetic Wellness and Athletic Departments and department faculty by: Performing reception duties and responding to inquiries from staff, students, and parents. Collecting, sorting, and distributing mail. Updating and maintaining inventories of instructional supplies, equipment, and current forms. Completing administrative support duties such as data entry, maintaining databases, preparing correspondence and reports, organizing mailings, scheduling appointments and meetings, ordering refreshments, and maintaining an accurate department calendar. Organizing, typing, and retaining records, schedules, and lists related to the department. Tracking faculty attendance and completing daily faculty/substitute attendance processes, including communicating with substitutes and providing access to the gym weight room, classrooms, and materials. Monitoring the department budget by ordering textbooks, instructional materials, and supplies; completing requisitions; confirming purchase orders; processing reimbursements; and reconciling p-card statements for the department chair. Coordinating repairs and routine maintenance for office, wellness, equipment, and facilities. Maintaining the department chair's calendar and coordinating shared room and space scheduling. Assisting staff with technology needs and collaborating with IT and the department chair to address database or system needs. Creating and maintaining department bulletin boards and assisting with the coordination of student recognition programs (e.g., Trevian of the Month). Assisting in the planning, organization, and execution of Kinetic Wellness events and special programs (e.g., Freshman Go-To-School Night, parent-teacher conferences, and department events). Provide assistance to the Athletic Department regarding all aspects of the department's operations. Manages student and athletic program data and processes by: Entering student and athletic data in batches (e.g., by sport, level, period, teacher, and course) into district systems. Supporting the athletics Kinetic Wellness waiver process, including generating and using reports from Power School and Google, coordinating with coaches after tryouts, and batch-updating Kinetic Wellness excused attendance based on teacher feedback. Providing operational support for fall, spring and winter programming, including coordination of facilities, equipment, materials, and communication with teachers and substitutes. Coordinates equipment tracking and related communications with parents and the Business Office, scheduling facilities, events, rentals, and team photography, and processing team deposits and inventory orders. Coordinates transportation with the Transportation Manager and Athletic Coordinator of Operations and Events, and records Athletic Code violations. Assists students, staff, and parents by answering questions and directing them to appropriate resources. Enhances job performance by participating in professional growth activities. Performs other duties as assigned by supervisor.

FLSA:

Non-Exempt Link to Salary Schedule Link to Benefits Summary