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Administrative Coordinator CHICAGO

Administrative Coordinator

Full Time • CHICAGO
Benefits:
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Paid time off
  • Parental leave
  • Vision insurance

Job Description: Administrative Coordinator

Title: Administrative Coordinator

Job Type: Full-Time Position 

Reports to: Head of Schools 

Required: Bachelor’s degree and at least five years of experience in an administrative role 
Work Days/Hours: 7:30am-3:30pm Monday-Wednesday & Friday; Thursday 7:30am- 4:30pm 

Job Summary: 

The Administrative Coordinator serves as a critical partner to the Head of Schools, providing high-level administrative support and ensuring the smooth and effective operation of Daystar Academy’s daily functions. This role is central to maintaining strong communication and coordination across school leadership, faculty, families, board members, and the broader school community.

Acting as both a liaison and a logistical anchor, the Administrative Coordinator helps facilitate essential school operations, manages key communications, and represents the Head of Schools when delegated. This individual also plays an important role in cultivating a welcoming, organized, and mission-aligned environment where students feel known, valued, and supported.

As a visible and trusted presence in the life of the school, the Administrative Coordinator upholds Daystar’s mission to empower students to positively impact the world through faith-based, culturally engaged, and globally minded education.

All Staff Responsibilities: 
  • Provide a safe school environment, indoors and out, per directives regarding building operations (keys, fobs, alarm codes), the Daystar Distinctives and Responsive Classroom practices 
  •  Participate in a brief staff prayer to start the day at 7:35 sharp on Monday through Thursday in the Gathering Place 
  • Participate in school engagement events to promote positive school culture 
  • Complete arrival and dismissal duties as assigned 
  • Fulfill essential job functions based on one’s specific job description; and during times of school drills or emergencies, assist others as able 
  • Be on time, appropriately dressed and ready for work at assigned days/times 
  • Adhere to all of the requirements outlined in the Staff Handbook and comply with the school policies
  • Be an excellent ambassador of Daystar Academy at all times 
Essential Job Functions Relative to Role: 

Administrative Support & Office Management
  • Maintain well-organized hard copy and electronic filing systems to support efficient recordkeeping.
  • Perform general clerical tasks including photocopying, scanning, mailing, emailing, and document filing.
  • Review and prioritize incoming correspondence; assess memos, submissions, and reports to determine significance and plan appropriate actions.
  • Draft and prepare responses to routine inquiries and requests regarding school policies, procedures, and general operations.
  • Gather and compile relevant information from articles, online research, and internal sources, presenting it in clear and actionable formats.
  • Respond professionally to questions about school operations from staff, parents, and community members.
  • Compose and format original correspondence, memoranda, reports, and other administrative documents.
  • Coordinate and maintain agendas for administrative team meetings.
  • Oversee the management of schoolwide and parent-facing calendar events via Google Calendar, including space reservations and conference room bookings.
  • Review and edit reports, letters, and memos for clarity, accuracy, and alignment with school standards.
  • Assist in compiling and maintaining documentation for accreditation, school improvement planning, board policies, the staff handbook, and other institutional records.
  • Oversee building operations and serve as the primary liaison with vendors and contractors.
  • Manage building security and safety, ensuring compliance with protocols and proper distribution of alarm codes, fobs, keys, fire safety procedures, and ensure adherence to the Daystar Crisis Manual.
  • Oversee medical readiness by maintaining EpiPen and AED compliance, leading staff training on emergency kits, inhalers, and related procedures.
  • Oversee communicable diseases to public health authorities and ensure appropriate internal communication.
  • Organize and coordinate staff events, including the procurement of food, supplies, and logistics.
Meeting & Communication Coordination
  • Schedule and coordinate internal and external meetings, conferences, and events on behalf of the Head of Schools.
  • Attend designated meetings and accurately record, prepare, and archive meeting minutes.
  • Create and distribute clear, timely agendas and meeting minutes to all relevant stakeholders.
  • Ensure timely and consistent communication of key dates, events, updates, and school-wide announcements to staff, families, and community members.
  • Manage the Head of Schools’ calendar, prioritizing meetings and commitments, and exercising sound judgment to adjust the schedule as needed.
  • Coordinate travel logistics, including arranging transportation and lodging, completing travel authorizations, and processing expense reimbursements.
Project & Process Management
  • Coordinate and execute special administrative projects as assigned by the Head of Schools.
  • Assist in the development, implementation, and evaluation of office procedures to enhance efficiency and effectiveness.
  • Proactively identify opportunities to improve office operations, streamline workflows, and reduce response times.
  • Collaborate with staff across departments to deliver high-quality service to faculty, students, families, board members, volunteers, and guests.
Leadership Support
  • Serve as a designee for the Head of Schools when needed, exercising discretion, professionalism, and sound decision-making.
  • Support leadership initiatives while maintaining strict confidentiality in all communications and documentation.
  • Respond to requests and inquiries related to school policies and general operations with professionalism and accuracy.
  • Oversee coordination of custodial services and facility operations to ensure a safe, clean, and functional environment.
  • Represent the Head of Schools at meetings or events as assigned, modeling Daystar’s mission and values.
Essential Functions Relative to Member of Daystar’s Administrative Team: 
  • Provide reports to the Daystar Board as requested 
  • Serve on school-wide committees as requested 
  • Participate in and assist with planning and implementation of staff-wide professional development 
  • Participate in regular Administrative Team meetings, providing counsel and insight on areas impacting the school as a whole 
  • Participate in planning and management of school-wide events, including but not limited to back-to-school parent and student events, parent-teacher conferences, holiday programs, learning showcase nights, athletic banquets, middle and high school special events, and 8th and 12th-grade graduation ceremonies




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