Administrative Assistant

Chicago Public Schools (CPS) is the third-largest school district in the United States, serving over 325,000 students in 500 schools and employing nearly 45,000 people, most of them teachers.  CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life.  In order to fulfill this mission, we make three commitments to our students, their families, and all Chicagoans: academic progress, financial stability, and integrity.  Six core values are embedded within these commitments – student-centered, whole child, equity, academic excellence, community partnership, and continuous learning.

Reporting to the Executive Director for the Office of Administrative Hearings (OAH), this position provides comprehensive administrative support for OAH. The Administrative Assistant serves as a key operational liaison between OAH management, hearing officers, Board administrators, attorneys, union representatives, and committees to facilitate discipline, grievance, and compliance functions. This is a full-time, non-exempt position that will be paid for time worked on a salary basis.

The Administrative Assistant will be held accountable for the following responsibilities:

• Scheduling discipline and grievance hearings;

  • Issuing scheduling notices to hearing participants;

  • Scheduling and distributing Google Meet invitations for virtual hearings;

  • Managing OAH’s calendar on an ongoing basis;

  • Interacting with OAH hearing officers, union representatives, principals, network chiefs, department heads, attorneys, administrators and other Board employees to facilitate the scheduling of hearings; 

     

• Processing file requests from various parties, both internal and external to CPS, on an as-needed/as-requested basis;

• Maintaining data related to the duties of the position, including the scheduling and rescheduling of hearings and related communications;

• Preparing reports for review within OAH and the CPS Law Department on an as-needed/as-requested basis.

   

• Updating OAH database systems, including PeopleSoft, on a daily basis;

• Redacting investigative reports and other documentation before scheduling certain matters or hearings;

• Other related administrative duties as required.

In order to be successful and achieve the above responsibilities, the Administrative Assistant must possess the following qualifications: 

Education Required: 

• High school diploma or GED equivalent 

• Bachelor’s degree from an accredited college or university preferred

Experience Required: 

• Minimum of three (3) years of experience in a customer-facing role completing administrative duties or similar work 

• Experience in an office setting supporting legal or human resources staff, preferred 

Knowledge, Skills, and Abilities:

• Strong organizational and time management skills with an ability to set priorities and complete tasks in a timely manner 

• Excellent written and verbal communication skills; Strong interpersonal and customer service skills as required to collaborate with individuals across multiple levels of the organization

• Ability to complete tasks requiring a high degree of attention to detail and strict confidentiality

• Capable of managing conflicting priorities with input from supervisors and other staff 

• Strong proficiency with Google Suite (G Suite) and Microsoft applications, including Word, Excel, and PowerPoint; familiarity with PeopleSoft, LawTrac and/or Kronos preferred. 

Conditions of Employment

As a condition of employment with the Chicago Public Schools (CPS), employees are required to:

• Establish/Maintain Chicago Residency - Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district.