Hybrid Parent Liaison Office Support bei Waukegan Community Unit District 60

Under the primary direction of the Associate Superintendent of Strategy & Accountability

Executive Assistant/Parent Liaison 

The Executive Assistant will play a crucial role in ensuring the smooth and efficient operation of the Area Superintendent’s & Associate Superintendent’s offices. Responsibilities include:

1. Administrative Support:

    

   • Manage the calendar, scheduling meetings, and coordinating appointments.

   • Organize and maintain documents, files, and correspondence.

   • Prepare agendas, reports, and presentations for meetings.

2. Communication & Liaison:

    

   • Serve as the first point of contact for internal and external stakeholders.

   • Draft and distribute communications, including newsletters, memos, and reports.

   • Coordinate with school principals, central office staff, and other stakeholders.

3. Project & Task Management:

    

   • Track deadlines and follow up on action items from meetings.

   • Support in developing strategic initiatives and presentations.

   • Monitor progress on school improvement goals and initiatives.

4. Budget & Procurement:

    

   • Process requisitions and manage office budgets.

   • Work with vendors and departments to ensure timely receipt of orders and services.

5. Event Planning & Logistics:

    

   • Organize professional development sessions, parent meetings, and district-wide events.

   • Coordinate travel and accommodations for the Area Superintendent, if needed.

6. Data & Compliance Support:

    

   • Maintain records and assist with compliance-related documentation.

   • Support the Area Superintendent in data collection and reporting needs.

Parent Liaison Supporting the Area Superintendent

The Parent Liaison will focus on fostering strong relationships between families and schools to improve student success. Responsibilities include:

1. Family Engagement & Support:

    

   • Act as a bridge between parents and school administration.

   • Conduct parent meetings to gather concerns and address issues.

   • Provide resources and guidance to families to help support student success.

2. Conflict Resolution & Mediation:

    

   • Assist parents in resolving concerns related to school policies, attendance, and discipline.

   • Mediate discussions between parents and school staff to ensure productive outcomes.

3. Communication & Outreach:

    

   • Keep parents informed about district initiatives, policies, and available resources.

   • Develop newsletters, flyers, and social media updates to enhance family engagement.

   • Support schools in increasing parental involvement in academic and extracurricular activities.

4. Collaboration with School & District Staff:

    

   • Work closely with school administrators and staff to ensure alignment in parent communication.

   • Partner with the Office of Student Outreach to address attendance and disciplinary concerns.

   • Assist with district-wide parent engagement strategies and events.

5. Operational & Administrative Support:

    

   • Assist the Area Superintendent with written materials, reports, and communications.

   • Provide logistical support for parent and community meetings.

   • Maintain parent engagement data and track trends to inform future initiatives

Knowledge and Abilities

Knowledge of:

1. Modern office practices, procedures and equipment usage.

2. Proper record-keeping techniques.

3. Correct English usage, grammar, spelling, punctuation and vocabulary.

4. Interpersonal skills using tact, patience, courtesy and proper office etiquette.

5. Procedural requirements and timelines for completion of administrative tasks pertinent to the administrative activities and responsibilities of the assigned Cabinet offices and Executive Administrators.

Ability to:

1. Independently anticipate and act upon the needs of the Executive Administrators to whom they are assigned.

2. Use consistent, good judgment and demonstrate sound decision-making and problem-solving abilities.

3. Communicate effectively both orally and in writing.

4. Establish and maintain cooperative and effective working relationships with others.

5. Maintain accurate records and prepare reports.

6. Determine and take appropriate action within clearly defined guidelines.

7. Work independently with little direction.

8. Create schedules and timelines.

9. Develop presentations and audio visual materials and newsletters.

10. Independently compose correspondence and written materials.

11. Perform specialized secretarial and administrative actions in support of program activities unique to the duties and responsibilities of the assigned administrators and cabinet members.

12. Utilize Microsoft Office and Google Suite in all aspects of job performance.

13. Create and maintain a professional and accessible office atmosphere.

14. Maintain strict confidentiality in handling and maintaining of sensitive department and District information.

15. Manage assignments and resolve conflicts and competing priorities among multiple cabinet members.

Qualifications:

1. Demonstrated ability to multitask effectively and prioritize strategically.

2. Be able to successfully work in a collaborative environment.

3. Able to mediate and resolve conflicts.

4. Bachelor’s Degree, Professional Educational License(PEL) and /or Principal endorsement preferred 

5. Bilingual preferred, but not required.

6. Ability to communicate effectively with individuals and groups of all ages, backgrounds, and educational levels.

7. Ability to remain flexible to changes in assignments or situations.

8. Ability to maintain confidentiality.

9. Ability to work independently with minimal supervision.

10. Effective oral and written communication skills.

11. Ability to maintain timely and accurate records.

12. Good communication, organizational, computer, and interpersonal skills required;

13. Proficient in Microsoft Suite and Google Suite (Google Docs, Slides, Sheets, GMail, Google Calendar, etc.);

14. Proficient in writing, speaking, listening, and interpersonal skills;

15. Ability to follow oral and written instructions efficiently.

16. Ability to professionally and quickly handle questions and concerns from co-workers, students, and parents.

17. Must be able to lift 30 pounds;

18. Valid driver’s license.

19. Ability to pass intermediate Microsoft Office Skills Test(s)

Note: The above statements are intended to describe the essential functions and related requirements of persons assigned to this job. They are not intended as an exhaustive list of job duties, responsibilities, and requirements.

Work Environment: Busy office environment with multiple priorities and frequent interruptions