Office Manager

Archdiocese Of Chicago, Office Of Catholic Schools Chicago , IL 60602

Posted 2 months ago


The Administrative Assistant serves under the direct supervision of the Principal. The person in this position provides office administration and reception and oversees admissions procedures. This person is responsible for "being the face" of St. Vincent Ferrer School.


  • 7:30AM to 3:30PM 10 months August through June; limited hours through July and August


Specific accountabilities shall include, but not be limited to:


  • Knowledge of the mission and philosophy of St. Vincent Ferrer School and support in incorporating and communicating its vision.

  • Answer general phone and email inquiries using a professional and courteous manner.

  • Direct phone and email inquiries to the appropriate staff members.

  • Reply to requests with accurate information.

  • Greet students, families, staff, and visitors in a professional and friendly manner.

  • Provide the warm welcome to all guests and visitors for which SVF is known.

Office Administration

  • Maintain students' cumulative folders.

  • Update and ensure the accuracy of all school databases, including PowerSchool, Constant Contact, and school messenger.

  • Process incoming transfer students and withdrawals.

  • Use word processing, spreadsheet, and database software to prepare reports, letters, memos, and documents.

  • Sort incoming mail, faxes, and courier deliveries for distribution.

  • Prepare and send outgoing faxes, mail, and courier parcels.

  • Oversee the school master calendar for facility use and the scheduling of events.

  • Enter school activities on an electronic shared calendar.

  • Plan for meetings, in-services, and conferences, including refreshments, set-up and clean-up.

  • Create and prepare programs and booklets for awards and graduation ceremonies.

  • Provide nursing support when the School Nurse is not present.

  • Assist 8th grade teacher with graduation preparation.

Ensure School Safety

  • Serve as liaison with security/maintenance and coordinate provision of keys.

  • Maintain records of compliance with school safety drills.

  • Maintain the safety of our students and staff by enforcing established visitor sign-in policies.

Organize Admissions Process

  • Provide tour information and take reservations.

  • Maintain Admissions hotline.

  • Keep track of all applicants and wait-list information.

  • Coordinate interviews with prospective families.

  • Provide follow through on all steps in the admissions process.

Provide Support to Principal

  • Maintain the confidentiality of the position.

  • Work collaboratively with the administration, faculty, and staff in advancing the mission and goals of St. Vincent Ferrer School.

  • Provide general administrative support to all members of Administrative team, as well as others as designated by the Principal.

  • Prepare messages for families, correspondence, meeting agendas, and support material for distribution.

  • Ensure the timely distribution of information for backpack or email distribution.

  • Continue professional self-development.

Required Knowledge, Skills, and Abilities:

Excellent communication skills, energetic and outgoing personality, strong organizational skills, attention to detail, ability to manage multiple simultaneous demands in a fast-paced environment while staying "cool under pressure", and familiarity with Google Apps, data entry, and basic computing are essential. A Bachelor's degree is required.

Preferred Knowledge, Skills, and Abilities:

Experience in a school setting is preferred.

Salary and Benefits

Salary will be provided according to experience and education. Eligible for Archdiocesan benefits.

Start Date

As Soon As Possible

Please send cover letter and resume to

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Office Manager

Archdiocese Of Chicago, Office Of Catholic Schools