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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.
Finance & Purchasing
- Prepares bi-weekly finance reports for principal
- Oversees management of school bank accounts
- Handles bookkeeping entries including but not limited to functions such as reconciling payables and receivables on a monthly basis
- Submits financial documents to the designated school administrator for review and approval as needed
- Meets with principal on a monthly basis to review internal fundraising management & budget
- Makes budget recommendations (i.e. cuts, additions, re-allocations) to ensure school resources are always well aligned to the school’s academic priorities.
- Manages the supply ordering process to ensure that school/staff/students always have the materials they need.
- Ensures bills are paid in a timely manner
- Maintains financial records according to best practices, policies and procedures
- Maintains communication with the school and Big Shoulders Fund concerning the school’s financial position
- Maintains alumni and friend's donor database via Excel, including donation amounts and donor contact information
- Engage major donor strategy in collaboration with the Principal
- Provides donation reports quarterly or as needed
- Assist as needed in annual budget process
- Support the month and year end close process
- Heading into a new school year, proactively reaches out to principal for planning session, places orders well in advance, and generally does “whatever it takes” to ensure school is fully stocked and set up by the first day of classes
Tuition Management
- Leads and oversees the school’s tuition management system and leading in the collection of delinquent tuition
- Provides the school administrator with bi-weekly reports on the status of the collection of tuition and fees
- Oversee student accounting function, building/maintaining tuition plans, collections, and the management of financial aid awards
- Understand the role of the business office with respect to admissions and student retention.
- Review and assess FACTS family aid applications with school leadership to ensure equitable allocation of tuition assistance funds; consult with principal as needed and for ultimate approval
- Manage all facets Financial Aid process including action for children's options
- Restructure tuition / financial aid packages as family circumstances change
- Ensures tuition collection rate gets to and remains at least 85%
- Inputs all finalized tuition plans into FACT
Student Recruitment & Enrollment
- Helps to Ensure school begins the academic year with full classes (with full having been defined during the prior year’s budgeting process).
- Coordinates logistics for parent information sessions, school tours as needed
- Assist with the development and execution of student recruitment efforts
- Supports team to recruit new families with specific applicant goals per grade level levels)
- Helps to ensure all new families are effectively onboarded and persist through their first year
- strategic enrollment planning - using enrollment management funnel as guide
- oversee prospect journey from interested” to “enrolled”
- provide timely enrollment reports including # of prospects, toured, enrolled per grade level new and returning
Communications
- Supports with communication dissemination such as Parent Letters, Newsletters, Robo-Calls, & Emergency Communications
- Surveys: With input from the school Administration team, creates a project calendar/map that delivers various staff, student, and parent surveys throughout the school year
- Visitors: Acts as point person in coordination with School Leader with hosting selected visitors and donor events
- Develops and executes plan for strategic communications to key stakeholders including, prospects, parents, donors/alumni, including annual appeals, e-newsletters and donor thank you letter process
- Works with the BSF Marketing to provide school related content for and to manage the quality and accuracy of the school website
- Works with BSF marketing to create strategic communication plan monthly including email marketing, social media outreach and “regular communications”- ie Blue notes, SMore, Mailchimp
Events
- Oversees all logistics of Report Card Nights, Performances, Parent Nights, Graduation, volunteer days, special ceremonies and all other school events. (Set-up, clean-up, security, etc.)
Facilities & Maintenance
- Owns all facilities issues including managing vendor contracts, completing regular walkthroughs, managing custodial staff/vendors on any and all issues, and ensuring the facility in general looks the best it can.
- Works with the Archdiocese and Big Shoulders Fund as needed to complete building repairs
- Ensures school books, materials, furniture, and equipment are properly inventoried, stored, and accessible when needed.
- Ensures there are working access controls, cameras, and announcement systems to ensure that the school is safe as possible
Information Technology
- Ensures that school leaders & staff have access to the technology they need, serving as the liaison to the IT Tech Team regarding technical issues.
- Develops and supports the implementation of tech equipment daily inventory processes
- Troubleshoot basic technology problems and provide training/tips to staff on common technology use.
- Works with the IT Tech Team to plan any technology related enhancements or additional purchases needed for the school.
- Notifies vendors when there are issues and ensures that all items are serviced and in working order.
Food Services & Transportation
- Manages school food services including compiling and reporting all required documents, track meal distribution according to regulation, coordinate meals for trips and other events and provide the healthiest food options we can.
- Ensure that student transportation is safe and runs on time. When they do not, they ensure that there is a clear system for parent and staff notification.
- Ensures that there is an adequate process for student arrival, dismissal and class transitions maximize instructional time, require minimal staffing or intervention and run smoothly
Human Resources
- Works with Principal to ensure payroll is accurate and processed on time
- Designs and implements processes for school-based on-boarding and off-boarding of staff
Student/Staff Culture & Joy Factor
- Creates with principal an annual project calendar of staff appreciation/joy factor events. This can include but is not limited to ordering food for PD, cakes for birthdays, token gifts for holidays, or rallying resources for a cool staff benefit, etc.
State & Federal Grants
- Ensures all federal Title paperwork is completed and submitted on time each year
- Ensures all families seeking financial aid in pre-k and afterschool have completed action for Children Applications
- Manages AFC sign-up for families from beginning to end
- Works with BSF AFC PM to work through any AFC challenges
- Ensures AFC payment certificates are processed for payment monthly
- Ensures Mary Crane funds are received and accounted for
- Leads the completion of state, federal and private grants as needed with the support of the principal (i.e. CCRG, Capital grants, CCAP, ect.)
Other
- Is an active, productive members of the school’s leadership team (w/ academic leads and School Leaders) attending team meetings (even if not directly Ops related)
- Seen as the non-instructional leader in the school. Teachers trust that they will get the same answer going to the operations manager as the School Leader for all non-instructional questions/issues.
- Directly responsible for managing and developing the Front Office Manager, Assistant Front Office Manager, Interns, Volunteers, and Consultants/PT staff. (As appropriate)
- Manage up and own the School Admin meeting agendas. They come to each meeting with key questions, updates, and items that require joint problem solving.
- Also responsible for special projects / events assigned by the school leader.
The Archdiocese of Chicago offers a comprehensive total rewards package to include competitive compensation and benefit programs. Information about our benefit programs is available here.
This position has a hourly range of $26.37 - $28.37. An employee’s pay within the range will be based on many factors including but not limited to relevant education, qualifications, experience, skills, geographic location, and organizational needs.
