MATCHBOOK LEARNING
Wendell Phillips School 63 | Indianapolis, Indiana
Administrative Assistant
Front Office | Full-Time, Salaried
Salary: $43,000 - $45,000 | Hours: 7:00 AM - 3:30 PM | Bilingual (English/Spanish) Required
Our Vision
At Matchbook Learning, our vision is simple: every child is known, loved, and flourishing. We are a tuition-free public charter school proudly rooted in the Haughville neighborhood of Indianapolis, serving K-8 students at Wendell Phillips School 63. Approximately 49% of our families are Multilingual Learner families, and our front office is often the first and most frequent point of contact they have with the school.
We are a school where every family deserves to feel welcomed, respected, and heard - and the Administrative Assistant plays a central role in making that a reality every single day.
About This Role
This is not a typical front office job. At Matchbook Learning, the Administrative Assistant is a vital part of a mission-driven team, working alongside a highly knowledgeable and skilled Office Manager who will support you, guide you, and set you up for success from day one.
You will be the warm, professional face that greets families when they walk through the door and the calm, organized presence that keeps the front office running smoothly behind the scenes. If you are bilingual, people-oriented, organized, and thrive in a fast-paced environment where every day matters- this role was made for you.
You will also be supported by an on-site Nurse Practitioner/Physician Assistant, meaning student medical situations are handled by a healthcare professional - not you. You can focus on what you do best: serving families and keeping the office running.
Key Responsibilities
Serve as the welcoming, professional first point of contact for students, families, staff, and visitors - in person and by phone
Answer and manage high-volume phone calls with professionalism and warmth
Communicate clearly and fluently in both English and Spanish to support our multilingual families
Support student attendance processes, including daily tracking and record updates
Assist with student enrollment - including family outreach, phone calls, and documentation - with some flexibility in how and when this work is completed
Maintain student files, office records, and documentation with accuracy and confidentiality
Use spreadsheets and school management systems to support daily operations
Assist with filing, copying, scanning, and general clerical tasks
Support arrival, dismissal, and other daily school operations as needed
Perform additional duties as assigned by the Office Manager or school leadership
Qualifications
Required:
Bilingual in English and Spanish - required
Strong customer service skills and a genuinely welcoming, professional demeanor
Excellent organizational skills and ability to manage competing priorities
Punctual, reliable, and consistent - families and colleagues count on you
Comfortable using spreadsheets, email, and basic office technology
Ability to handle confidential information with discretion and professionalism
Quick learner who adapts well to a dynamic, fast-paced environment
Preferred:
Prior experience in a school, healthcare, or community-facing office setting
Familiarity with student information systems or school management software
Experience supporting enrollment or family outreach
Paid Time Off - The Full Picture
One of the most compelling parts of working at Matchbook Learning is the time off. In addition to 10 PTO days, you will receive the following fully paid breaks that do not count against your PTO:
5 days Fall Break - One full week - fully paid
5 days Thanksgiving Break - One full week off - fully paid
10 days Winter Break - Two full weeks - fully paid
5 days Spring Break - One full week - fully paid
5 days Summer Summer Break - One week in summer (near July 4th) - fully paid
10 PTO Days
Your personal days - use them as you need. That is 6 weeks of paid time off per year - in addition to your 10 PTO days. This is a rare and meaningful benefit that reflects how much Matchbook Learning values the wellbeing of its entire team.
What We Offer
? $43,000 - $45,000 salary. ? 6 weeks paid breaks (see above)
? Health & dental insurance ? 7:00 AM - 3:30 PM schedule
? 5% 401(k) match - dollar for dollar. ? On-site Nurse Practitioner / PA
? Vested at 90 days ? Skilled, supportive Office Manager
? 10 PTO days per year ? Mission-driven, team-oriented culture
? $1,500 perfect attendance bonus ? Bilingual, welcoming school community
You Will Not Go It Alone
The Administrative Assistant works closely with and is directly supported by a highly skilled and experienced Office Manager. Beyond that, you will be part of a well-staffed school with a full leadership and support team including:
Office Manager - your direct supervisor and day-to-day guide
Assistant Principal of Academics & Tier 1 Instructional Systems
Assistant Principal of Student Supports & Tier 3 Behavior
Two School Counselors
MLL Director and Two MLL Academic Specialists
Large bilingual staff throughout the building
Dean of Students and Dedicated Restorative Team
Engagement & Events Coordinator
On-site Nurse Practitioner / Physician Assistant
Why Join Matchbook?
The front office at Matchbook Learning is not just an administrative hub - it is the heartbeat of the school community. When a family walks in unsure of what to expect, you are the person who makes them feel they are in the right place. When a student arrives for the first time, you help set the tone for their entire experience.
This role offers stability, purpose, a genuinely supportive team, and one of the most generous time-off packages you will find in any school setting. If you are bilingual, organized, and care about making a real difference in the lives of Indianapolis families - we want to hear from you.
Application Process
Interested candidates should apply online through the Matchbook Learning careers page: Matchbook Learning Careers (https://www.matchbooklearning.com/join-our-team)
Matchbook Learning is an Equal Opportunity Employer committed to fostering a diverse, inclusive, and welcoming workplace for all staff and students. We encourage applicants from all backgrounds and experiences to apply.
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