Reports to: Executive Assistant to the Head of Schools
Hired by: Head of Schools
School Description
Founded in Chicago in 1876, Sacred Heart Schools at Sheridan Road (Hardey Preparatory for Boys and Academy of the Sacred Heart for Girls) are independent, Catholic, single-sex elementary schools committed to academic excellence within the context of a Christian, faith-based community. The educational mission is deeply rooted in the 200-year tradition of the Society of the Sacred Heart and shared with the Network of Sacred Heart Schools located in 30 countries; including 25 schools in the United States and Canada. The essence of this tradition is the total development of each child: spiritual, intellectual, social, emotional and physical. Our girls and boys are taught in single-gender classrooms, but follow a similar curriculum and share in many activities. With a total enrollment of approximately 600 students, the Schools are organized into three academic divisions each led by a division head.
Position Description
As a member of the School Office team, the Primary/Lower Schools (PSPL) Associate partners with administration on meetings and other school needs, and serving as critical support to the Primary and Lower Schools in varying capacities. The PSPL Associate also works closely with the Executive Assistant to the Head of Schools on a variety of tasks as they related to the Head of Schools. Position’s start date is April 17, 2023.
Essential Job Functions
Administration • Manages school calendar planning, processes, and implementation for current and future academic years • Leads Student and Parent Handbook updates including liaising with relevant teams for content updates, making revisions, and coordinating dissemination • Attends weekly Academic Team meetings, takes meeting minutes, and completes/disseminates action items accordingly • Maintains Faculty/Staff Portal (school intranet) including its content, updates, and design • Serves in bursar capacity including maintaining student records (admissions, progress reports, report cards, testing, health, and student services), handling transcript inquiries for current and former students, and answering other related parent/student inquiries • Database management, as needed, including back-up for attendance, report cards, and parent profiles
Primary/Lower School Support • Manages respective schools’ calendars including events as well as internal and external appointments • Drafts, collaborates, and proofreads weekly communications including internal faculty memos and monthly external family newsletters • Provides general assistance including purchase orders, monthly credit card reconciliation, and faculty document collection and tracking • Supports division-specific events (Prize Days, parent conferences, Meet Your Teacher Day, field trips, division gatherings) including: o Event setup and logistics support o Drafting of talking points for division heads o Creation of attendee programs and recipient awards/certificates o Order supplies o Coordination of food, beverage, and entertainment o Onsite support of events
Other Responsibilities • Student Ventra cards tracking, including ordering as well as keeping track of purchases and student/card numbers • Assists Health Office as needed, including covering for nurses and assisting with communications sent from the Health Office
Other projects as defined by the Executive Assistant to the Head of Schools or the Head of Schools.
Qualifications
• Three+ years’ experience in administrative roles • High school diploma required; bachelor’s degree preferred • Excellent computer skills, including Microsoft Office: Word, PowerPoint, and Excel, and G Suite (Google) – docs, sheets, forms, and drive • Blackbaud Software experience and proficiency preferred • Excellent organizational and multi-tasking skills with the ability to meet tight deadlines • Strong project management abilities • Excellent oral and written communications skills • Superb interpersonal skills with the ability to communicate with the public, parents, students, and colleagues • Excellent proofreading and editing skills • Ability to maintain confidentiality • Understands, accepts, and abides by the School’s philosophy and mission statement in all school activities • Available to work at school events (occasional weekends and evenings)
To Apply
Apply directly at the School's website (www.shschicago.org) in the Career Opportunities section, submitting a cover letter and resume.
Sacred Heart Schools is an equal opportunity employer and does not discriminate.
