Operations Assistant

**Job description:** American Montessori Academy is seeking a highly organized, dependable, and proactive Operations Assistant to support our regional leadership team and school operations across our Chicago campuses. This is a hybrid position that combines on\-site responsibilities with remote administrative work. The Operations Assistant will work closely with the Regional Director of Operations and Regional Director of Schools (and other administrative staff) to support staff recruiting and onboarding, time and attendance tracking, student and family systems, licensing and compliance, facilities coordination, other day\-to\-day operational needs, and other administrative tasks as assigned. The ideal candidate is highly organized, detail\-oriented, comfortable managing multiple priorities, and able to work independently while communicating effectively with school administrators, teachers, families, and outside agencies. Because this position supports multiple areas of school operations, flexibility and a willingness to jump in where needed are essential. **Key responsibilities include, but are not limited to:** * Assisting with staff recruiting, including posting positions, reviewing applicants, coordinating interviews, communicating with candidates, and maintaining recruiting records * Supporting the onboarding of new employees, including collecting required documentation, setting up employee accounts and systems, tracking onboarding requirements, and ensuring personnel files are complete * Monitoring staff time and attendance, including reviewing timecards, tracking PTO and absences, identifying missing punches or attendance concerns, and following up with employees and administrators as needed * Maintaining organized and accurate employee records and administrative documentation * Setting up new students and families in school systems and ensuring required enrollment information is entered accurately * Supporting families utilizing Illinois Action for Children (IAFC), including assisting with applications, renewals, updates, required documentation, and communication related to childcare assistance * Conducting regular licensing and compliance audits of staff files, student files, classrooms, required postings, training records, and other documentation * Tracking licensing requirements, expiration dates, certifications, background checks, and other compliance items * Assisting leadership with preparation for licensing visits, inspections, audits, and required documentation * Supporting facilities oversight by tracking maintenance needs, communicating with vendors, following up on repairs, and helping ensure school facilities remain safe, functional, and well maintained * Assisting with ordering, organization, recordkeeping, and other operational needs across campuses * Helping maintain consistent administrative systems and procedures across school locations * Occasionally sending parent communications with direction from the regional tea