Administrative Assistant to the Activities Director

ADMINISTRATIVE ASSISTANT TO THE ACTIVITIES DIRECTOR

Position: Administrative Assistant to the Activities Director
Department: Activities
Reports To: Activities Director
Classification: 10-Month Employee
Work Schedule: 7:30 a.m. – 3:30 p.m., with additional hours as needed
Location: Argo Community High School

POSITION SUMMARY

Argo Community High School District 217 is seeking a highly organized, dependable, and student-focused Administrative Assistant to support the Activities Director and the day-to-day operations of the Activities Department.

The Administrative Assistant provides comprehensive administrative, clerical, organizational, and communications support for the District's extracurricular activities, student organizations, school traditions, and special events. The position requires strong attention to detail, excellent communication skills, sound judgment, and the ability to manage multiple priorities in a fast-paced high school environment.

The successful candidate will work closely with students, staff, sponsors, parents/guardians, administrators, community members, and outside organizations and will serve as an important point of contact for the Activities Department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Activities and Student Organizations

• Provide administrative and clerical support to the Activities Director.
• Assist clubs, sponsors, and activity leaders with administrative needs, forms, communications, scheduling, and supplies.
• Maintain and update sponsor handbooks, forms, calendars, and activities-related documents.
• Maintain information boards and displays related to student activities.
• Assist with community service opportunities and student sign-ups.
• Assist with S.H.I.P. Awards and other student recognition programs.
• Maintain and update student activity information for the student handbook and school calendar.
• Maintain accurate club, sponsor, activity, and student records.
• Enter and update information in PowerSchool and other District systems, activity rosters.
• Assist with eligibility-related administrative processes as directed by the Activities Director.

School Events and Special Programs

• Assist with all aspects of Homecoming activities and events.
• Prepare Pep Assembly schedules, programs, line-ups, and announcements.
• Coordinate administrative support and sign-ups for special assemblies in the Performing Arts Center (PAC).
• Assist with Graduation planning, preparation, and day-of-event activities.
• Assist with scheduling school pictures, including senior portraits, and coordinate distribution of student pictures.
• Coordinate and distribute information regarding class rings, graduation announcements, and other student-related products and services.
• Prepare and distribute complimentary event passes to designated local officials, neighboring school districts, District 217 employees, and other approved individuals.
• Assist with other school traditions, special events, and activities as directed by the Activities Director.

Communications and Public Relations

• Prepare and coordinate Daily Announcements.
• Prepare and distribute the Argo High-Lites.
• Assist with the District Community Newsletter and other communications as needed.
• Maintain and update alumni information and records.
• Distribute activities-related information to students, families, staff, and community members.
• Assist with public relations, promotional materials, and communications for the Activities Department.
• Utilize appropriate software and communication platforms to support activities-related communications.

Administrative and Operational Support

• Assist with purchase orders, invoices, receipts, and other Activities Department financial documentation.
• Perform basic bookkeeping and mathematical functions related to Activities Department operations.
• Maintain organized and accurate electronic and paper records.
• Assist with correspondence, reports, forms, schedules, programs, and other administrative documents.
• Maintain confidentiality of student, staff, and District information.
• Coordinate the cleaning and maintenance of activities-related materials, including tablecloths, bunting, mascot costumes, and other event materials.
• Coordinate and maintain passing-period music in accordance with District expectations and administrative direction.
• Assist with the organization, storage, and distribution of equipment and materials used for school activities and events.
• Provide professional and courteous assistance to students, families, staff, visitors, and community members.
• Perform other duties as assigned by the Activities Director or District Administration.

QUALIFICATIONS

Required Qualifications

• High school diploma or equivalent.
• Excellent organizational, administrative, and interpersonal skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment.
• Demonstrated ability to work independently and collaboratively as part of a team.
• Strong attention to detail and effective problem-solving skills.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and related software.
• Basic bookkeeping, recordkeeping, and mathematical skills.
• Ability to maintain confidentiality and exercise appropriate judgment when handling sensitive student, staff, and District information.
• Ability to establish and maintain positive working relationships with students, staff, parents/guardians, administrators, community members, and outside organizations.

Preferred Qualifications

• Associate's or Bachelor's degree or college coursework.
• Previous experience in a school, athletic, activities, administrative, or office setting.
• Experience working with PowerSchool or another student information system.
• Experience with Adobe InDesign or similar graphic design software.
• Experience in public relations, communications, journalism, marketing, or social media.
• Experience coordinating school events or extracurricular activities.
• Bilingual skills.

KNOWLEDGE, SKILLS, AND ABILITIES

The successful candidate should demonstrate:

• Exceptional organization and time-management skills.
• Ability to prioritize competing responsibilities and meet established deadlines.
• Professional and effective communication skills.
• Ability to work appropriately with confidential information.
• Strong customer service skills and a student-centered approach.
• Ability to remain calm and professional when managing multiple requests or time-sensitive events.
• Ability to use technology effectively for communication, recordkeeping, scheduling, and administrative functions.
• Willingness to learn District procedures, systems, and requirements related to student activities and athletics.
• Ability to demonstrate professionalism and discretion in all interactions.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

The position is primarily performed in a school office environment but may require work throughout the school building, athletic facilities, Performing Arts Center, and other District facilities.

The employee may be required to:

• Sit, stand, and walk for extended periods.
• Communicate effectively with students, staff, families, and visitors.
• Use computers, telephones, printers, copiers, and other office equipment.
• Lift and carry supplies, materials, boxes, or equipment weighing up to approximately 25 pounds.
• Work occasional evenings and weekends in connection with school events and activities.

Reasonable accommodations may be provided to qualified individuals with disabilities in accordance with applicable law.

TERMS OF EMPLOYMENT

• 10-month position.
• Regular work schedule of 7:30 a.m. – 3:30 p.m.
• Additional evening and weekend hours may be required based on the Activities Department calendar and school events.
• Compensation, benefits, paid time off, and other terms of employment will be established in accordance with District policy and Support Staff CBA

EVALUATION

Performance will be evaluated by the Activities Director in accordance with District policies, procedures, and applicable employee evaluation practices.

EQUAL OPPORTUNITY EMPLOYER

Argo Community High School District 217 is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other legally protected status in accordance with applicable federal and state law.