Academic Affairs Coordinator

  • 2520 S Western Ave, Chicago, IL 60608, USA
  • Full-time

Company Description

The Instituto Health Sciences Career Academy (IHSCA) provides an education focused on preparing urban youth to succeed in competitive colleges and universities, obtain job-readiness certification for entry-level positions with higher wages in health care, and gain new awareness of and seek out a healthier lifestyle.

In 2016, IHSCA achieved a Level 1 rating from CPS recognizing it as a "high performance" school and "a good choice" for families and students. IHSCA students complete a 32-credit curriculum with additional math and science requirements along with English and Spanish instruction all four years. In additional to classroom instruction, students participate in a number of unique career exploration activities including internship programs, experiential projects working with professionals in the field, guest speakers, and more.

Our school offers a variety of supportive services, chief among them the in-depth guidance provided by IHSCA advisors and educators. Our advisors begin working with students during our required summer bridge program before 9th grade, then stay dedicated to the same group of students throughout all four years of high school to build a trusting relationship and provide quality, tailored support. Given that our goal for students is not only high school graduation, but also college graduation, IHSCA provides Fifth Year advising, helping students transition through their first year of college.

Job Description

The Academic Affairs Coordinator is responsible for planning, organizing, implementing and overseeing activities daily as described under the section of essential duties and responsibilities.     


Special Projects

·         Collecting, copying and distributing materials for teachers’ professional development sessions

·         Assisting in entering student data in school data bases such as PowerSchool and IMPACT/Aspen

·         Work closely with the Registrar to build the Master Schedule

·         Collecting, formatting, and copying necessary data in preparation of leadership team meetings

·         Updating school website on monthly basis or at principal’s request – being in regular contact with the development office and Director of School Climate/Family Engagement

·         Creating contacts for translation demands

·         Translating when needed – written and verbal

·         Coordinate and implement various projects as assigned

·         Front desk coverage when needed

Assessments Coordination - PSAT/SAT, STAR,  Mastery Manager,  Advanced Placement

·         Ordering, confirming and securing testing materials and supplies

·         Designing working plan to identify testing needs

·         Designing staff testing schedules

·         Dividing and distributing testing materials and supplies according to student sessions

·         Collecting testing materials from room supervisors when tests conclude

·         Taking inventory of testing materials to insure all booklets and answer sheets are returned

·         Mailing tests to designated testing companies

·         Working with PowerSchool to create student information files and schedules

·         Uploading files into Mastery Manager

·         Creating teachers’ loggings and couples them with group students

·         Providing teachers with user names and login information to use various assessment platforms

·         Coordinating trainings with teachers for various assessment platforms

·         Responding to technical questions about various assessment platform

·         Providing assessment training

·         Completing assessment billing process

·         Organize and distribute Title I testing slips


·         Contacting substitute companies to confirm teachers’ substitute request

·         Organizing and managing internal substitutes

·         Communicate with administration of unfilled classes

·         Copying lesson plans and student work for the day

·         Printing out attendance rosters and teachers’ schedule

·         Preparing and distributing folders for substitutes containing attendance  rosters, teachers’ schedules and daily assignments

·         Monitoring timesheets of substitutes

·         Assisting substitute with fulfilling teaching needs

·         Communicating with the  attendance clerk to adjust student and teacher attendance respectively

·         Alerting security personnel of teachers’ absence for them to collect attendance

·         Collecting attendance from security and hand in to attendance clerk

·         Collecting student work and placing it in teachers’ mail box at the end of the day

·         Other duties as assigned

Additional Duties

·         Provide support and assistance to Principal and Assistant Principals

·         Coordinate and manage the use of school technology in consultation with the IT department


  • Bachelor’s degree preferred
  • Two years of experience w/ data and testing processing
  • Ability to maintain a high sense of confidentiality
  • Ability to work with a wide variety of people
  • Following instructions properly
  • Exceptional organization and time management skills
  • Excellent oral and written communication skills; bilingual in English and Spanish preferred
  • Ability to ask effective questions
  • Self-starter
  • Strong listening skills and empathy
  • Understanding and responding to nonverbal signals
  • Maintaining composure under pressure
  • Dependability and punctuality
  • Strong project management skills, attention to detail, and effective management of multiple projects at one time
  • Ability to adhere to deadlines, react to unpredictable events quickly and efficiently, be resourceful, manage conflict and challenges
  • Advanced skills with Data Processing, Microsoft Office, Word, Outlook, Excel, PowerPoint, and the Internet
  • Accurate and fast word processing skills

Additional Information

Submit cover letter with resume, salary expectations, a completed application (located on our Careers page),

and any other information listed above as “additional attachments” when you apply.

Instituto del Progreso Latino is an Equal Opportunity Employer.