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Administrative / Office Assistant (Bilingual)

Matchbook Learning

Indianapolis, IN

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JOB DETAILS
JOB TYPE
Full-time
SKILLS
Administrative Skills, Call Volume, Charter Schools, Communication Skills, Customer Support/Service, Dental Insurance, Documentation, English Language, Event Management, File Maintenance, Health Insurance, Healthcare, Information Technology & Information Systems, Leadership, Multilingual, Nurse Practitioner, Office Management, Operational Support, Operations, Organizational Skills, Physician Assistant, School Attendance, School Management, Spanish Language, Spreadsheets, Team Player, Tuition Fees
LOCATION
Indianapolis, IN
POSTED
6 days ago
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

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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About the Company

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Matchbook Learning