School Office Manager - Pope John Paul II - Brighton Park - Vic. III

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.
• Sends financial documents to the designated school administrator for review and approval as needed.
• Makes budget recommendations to ensure school resources are well-aligned with academic priorities.
• Manages the supply ordering process to ensure school/staff/students have materials.
• Pays bills 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.
• Engages major donor strategy in collaboration with the Principal.
• Provides donation reports quarterly or as needed.
• Affords assistance in the annual budget process.
• Supports the month and year-end close process.

Tuition Management

• Leads and oversees the school’s tuition management system and leading in the collection of delinquent tuition.
• Oversees student accounting function, building and maintaining tuition plans, collections, and the management of financial aid awards.
• Understands the role of the business office with respect to admissions and student retention.
• Reviews and assesses FACTS family aid applications with school leadership to ensure equitable allocation of tuition assistance funds; consults with principal as needed and for ultimate approval.
• Ensures tuition collection rate gets to and remains at least 85%.
• Inputs all finalized tuition plans into FACT.

Communications

• Supports with communication dissemination such as Parent Letters, Newsletters, Robo-Calls, & Emergency Communications.
• Creates and executes a project calendar/map that delivers various staff, student, and parent surveys throughout the school year.
• Acts as point person in coordination with School Leader with hosting selected visitors and donor events.
• Develops and executes a 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.

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

• Serves as the liaison to the IT Tech Team regarding technical issues.
• Develops and supports the implementation of tech equipment daily inventory processes.
• Troubleshoots basic technology problems and provides 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, tracking meal distribution according to regulation, coordinating meals for trips and other events, and providing the healthiest food options we can.
• Ensures that student transportation is safe and runs on time.
• When issues arise, ensures there is a clear system for parent and staff notification.
• Ensures that there is an adequate process for student arrival, dismissal, and class transitions to maximize instructional time, requiring minimal staffing or intervention and running 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.

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 member of the school’s leadership team (with academic leads and School Leaders) attending team meetings (even if not directly Ops related).
• Sees as the non-instructional leader in the school.
• Works with teachers to 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).
• Manages up and owns 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.

Benefits

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.