Office Manager - Augustus Tolton Catholic Academy - Chicago - Vic. VI

Office Manager - Augustus Tolton Catholic Academy - Chicago - Vic. VI

The Archdiocese of Chicago Catholic schools serve more than 40,000 students in 150+ elementary and high schools in Cook and Lake counties. It is one of the largest private school systems in the United States. Its schools have received 96 Blue Ribbon awards from the U.S. Department of Education over the past 10 years.

Under general supervision of School Site Administrator(s), the School Office Manager serves as manager of office support for Augustus Tolton Academy. The employee organizes, directs and performs varied and complex clerical and secretarial work with confidentiality, sensitivity, and care. In performing duties, responsibilities and tasks, the individual utilizes independent judgment, initiative, tact, patience, and courtesy.

The School Office Manager plays a central role in ensuring an orderly, responsive, and open school. In addition to maintaining the school’s administrative systems and routines, the School Office Manager provides exceptional customer experience and functions as the primary contact person for all the school’s constituents. In this role, the School Office Manager must be able to communicate effectively with students, teachers, families, trustees, donors, and visitors.

The School Office Manager will report directly to the school principal and/or the School Operations Manager.

• Maintain the school’s enrollment, registration, student data systems, administrative systems and routines
• Communicate effectively with students, families, and colleagues
• Commit to positive customer service in challenging situations
• Commit to continual professional growth, participating actively in department meetings, faculty meetings, and other meetings
• Participate in annual trainings as needed
• Share responsibility for grade-level and school-wide activities
• Assist with student recruitment
• Collect school data
• Help organize staff events and prepare materials for staff workshops/trainings
• Work with the school leadership team to ensure that all compliance requirements are met
• Work on and assist with payroll as needed and PTO tracking

• Oversee the day-to-day activities of the school office and serve as the main point of contact in the school reception area
• Manage phones (answering calls, redirecting calls, taking messages, placing calls, creating school announcements, etc.)
• Manage prospect inquiry system for interested families
• Greet and document all visitors (signing in visitors, ensuring that students only leave with authorized parents/guardians, monitoring and controlling access to the school, etc.)
• Manage mail (distributing received mail, preparing school mailings, making mail drops, etc.)
• Manage the collection and maintenance of student, personnel, and school information (receiving forms and paperwork, tracking missing forms, managing databases, updating contact information, keeping records current, etc.)
• Help manage school-wide daily systems (managing student attendance, tracking the student discipline system, etc.)
• Help execute logistics and preparations for school events and activities as needed (making photocopies, setting up for special events, making phone calls to confirm attendance, etc.)
• Coordinate on-site components of school financial systems such as purchase orders, payroll records, and PTO tracking
• Maintain office equipment and furnishings (i.e. ensuring copier vendor is contacted when in need of repairs etc.)
• Process and track student applications, enrollment and registrations
• Ensure Power School is updated at the beginning of the school year and maintained throughout
• Serve as the school on-site HR liaison. Works with the HR Team to ensure that Virtus requirements, payroll information is complete, and staff are adequately on-boarded.
• Lead communication to secure subs and class coverages as needed
• Monitor attendance to ensure excluded students are not present

• Demonstrate strength and skill in interacting with others, especially teachers, principals, students, and families from diverse cultural, economic, and ability backgrounds
• Hold a commitment to excellent customer…