Administrative Assistant / Extended Day Program Director
Quest Academy seeks an innovative, student-centered, self-motivated, tech savvy person to successfully assist the Head and Assistant Head of School to manage day to day and long term projects on behalf of students, parents and staff. Additionally, he/she will be responsible for leading and growing our after school program.
This person reports to the Head of School and is responsible for development, coordination, public relations, and human resource functions of the auxiliary programs including extended day and after school enrichment. This is a full-time, year-round position, with required availability for longer or more flexible hours on non-school days (inservice, parent-teacher conference days etc). The position is eligible for full benefits.
The Admin Asst / Extended Day Program Director will:
Assist the Head and Assistant Head of school with parent, student and staff logistics, including:
Scheduling appointments and arranging meetings.
Handling all travel arrangements including airline, hotel and car reservations.
Maintaining and updating standard letters.
Handling correspondence to individuals and the parent body.
Assisting administrators and teachers with the preparation of the school calendar.
Preparing summer communications as it pertains to the upcoming school year.
Prepares monthly verification of expenses, submitting report and receipts.
Coordinates end-of-year gifts for employees meeting milestone anniversaries.
Orders all stock printing: envelopes, letterhead, business cards, name badges, etc.
Arranges classroom visits for parents and visiting teachers when requested.
Plan and coordinate program communication and marketing including publishing and advertising of program brochures, schedules, electronic and/or other communications as appropriate.
Coordinate preparations for special events:
For graduation: order caps and gowns, tassels, cords, tickets, announcements; prepare commencement program, work with students at rehearsals, work with PSA on refreshments, flowers, etc.
For Parent Teacher Conferences: arrange times, sets up internet based program “Pick-A-Time”, prepares all communication to parents, coordinates set-up, arranges dinners and lunches for faculty.
Coordinate other special events: Junior Achievement, Officer Friendly, Fire Prevention Talks
Arrange for assembly set-up, takedown, special needs and payment.
Manage all after school extra-curricular activities not pertaining to athletics or choir.
Organizes specials classes for each trimester and coordinates after school activities offered by outside organizations.
Work cooperatively with the Business Office for billing and salary as it pertains to the extra-curricular activities.
Assess, enhance, and where appropriate, expand program offerings aligned with the Academy’s mission and meeting the physical, emotional, intellectual, and social needs of children.
Coordinate and organize the registration and payment process for all programs.
Plan and manage programs to ensure a clean, organized, and safe environment as well as an enriching and enjoyable experience for Quest students.
Develop and manage all program budgets.
Provide supervision, activities, and guidance appropriate to students age and development.
Ensure program materials and activities respect and reflect the social and cultural diversity of our students.
Embrace and respect the social and cultural diversity of Quest families.
Accurately track student attendance both for safety and billing purposes.
Ensure that all program staff are trained in and adhere to all Quest health and safety policies.
Supports the hiring of new employees:
Advertise open positions, makes arrangements for interviews, coordinates travel and hotel arrangements for candidates coming in from out of area, etc.
Have primary responsibility for the development, coordination, scheduling, hiring, and contracting for all academic year after school enrichment and extended day programs.
Complete special projects or duties as directed by the Head of School and/or Assistant Head of School.
It is the responsibility of all Quest employees to:
Understand and support Quest's mission and philosophy and to promote a positive image of the school.
Contribute to a harmonious school atmosphere by working cooperatively with all colleagues.
Respect the confidentiality of private information relating to students, colleagues and the operations of the school.
Refrain from establishing close relationships with colleagues, students, parents or trustees that would compromise professional integrity.
Demonstrate responsibility and punctuality.
Display flexibility in responding to new situations and expectations, a positive attitude and a helpful, nonjudgmental demeanor.
Show willingness to consider and implement suggestions for improvement.
Model the good character traits that Quest students are expected to embody.
Bachelor’s degree with 12 months experience working with children.
Excellent verbal and written communication skills.
Proficiency with all forms of electronic communication and ability to prepare Excel and Word documents for reporting.
Maintain up to date First Aid and CPR certification.
Preference to candidates with prior similar program experience.
Quest Academy serves gifted students from Preschool through Eighth Grade in Palatine, IL (northwest suburbs of Chicago). Quest Academy provides gifted children with a challenging curriculum and a nurturing environment. Our program emphasizes sound character along with scholarship and creativity in both the academics and the arts. The Quest community values the individuality of each child and encou...rages each to strive for personal excellence.
Our instruction is guided by “big ideas,” or enduring understandings, that encourage students to engage with the fundamental concepts that lie at the core of every discipline. The enduring understandings also serve to anchor the more quantifiable learning skills, making these far more meaningful, effective, and durable.