[Immediate] Bilingual School Office Assistant (Part Time)

Position Overview

The Office Assistant (OA) assists with overseeing the support functions required to run an efficient, thriving school. As well as a safe, clean, and welcoming learning environment. The Office Assistant supports KIPP staff in different capacities to provide maximum quality support to scholars, families, volunteers, visitors, and other key stakeholders. The Bilingual OA also holds a unique role as a key Spanish language communication lead for the school’s operations team with our Spanish-speaking families. 

This position is an interim position at our KIPP Academy Chicago campus (4818 W Ohio St.) during the spring of SY 25-26; strong performance in the role may lead to retention in a similar position at a KIPP Chicago campus.

Hours

Hours are 22 hours a week for SY 2025-2026. Daily Hours are set at 3 days/week: Monday, Wednesday, Friday 7:30 am - 3:30 pm. 

Duties and Responsibilities

Oversee front office and daily school operations

• Communicate effectively in Spanish and English with students and families 

• Translate weekly newsletters and family communication in accurate written Spanish 

• Serve as the face of the school in the front office answering questions from parents, students, and visitors of the school.

• Assist in implementing and managing communication systems with families (i.e. newsletters, mailing, flyers).

• Communicate effectively in Spanish and English with students and families 

• Translate weekly newsletters and family communication in accurate written Spanish 

• Check voicemails and emails from parents.

• Manage inventory of supplies and uniforms. 

• Manage teacher necessities and miscellaneous requests. 

• Uniform Sales.

• Perform first aid and medical services to students as needed. 

• Ensure teachers’ lounges are fully stocked with paper and supplies.

• Maintain teachers’ lounges and place orders for coffee, creamer, etc...

Student enrollment process

• Assist in managing enrollment process from start to finish, including collecting EIFs, sending accepting letters, managing waitlist, coordinating open houses, registering students, scheduling CTEs, enrolling students in Aspen, transferring students in Aspen (calling schools to release students), and assisting in ensuring the school is fully enrolled through both count dates.

• Canvass for KIPP Chicago.

• Assist in creating ID numbers for any students that are not currently enrolled in Aspen.

• Assist in listing ID numbers for students in Infosnap and assign the student’s homeroom according to the homeroom roster. 

Manage student information system and student records

• Assist with managing cumulative records.

• Become an expert in using Powerschool, DeansList, and Aspen.

• Assist with maintaining all student files to ensure files are accurate and up-to-date.

• Assist with creating folders for students newly enrolled.

• Assist with removing folders for transfer students.

• Assist with preparing bins for parent teacher conferences by ensuring each student has a report card, attendance letter, and paycheck history. 

Assist with leading  attendance process

• Make calls for all students that are absent and log into DeansList.

• Reach 97% daily attendance rate. 

• Assist with inputting all attendance in DeansList (i.e. tardies, suspensions, hospitalizations).

• Assist with leading incentives for homerooms. 

• Assist with sending letters to students at attendance benchmarks (5, 10, & 15 days absent).

• Assist with scheduling meetings for students of concern. 

Miscellaneous support support

• Support school safety by ensuring you are at arrival and dismissal post on time.