Office Manager/Admin Asst to Head of School

Description

The Office Manager and Administrative Assistant to the Head of School plays a central role in

ensuring the smooth daily operation of the school office, supporting the Head of School, managing

key school programs, and overseeing communication, compliance, and event coordination. This

position requires exceptional organizational skills, strong communication abilities, and the capacity to

manage multiple high impact responsibilities throughout the academic year.

Key Responsibilities

Administrative & Office Management

? Manage the facility calendar and coordinate all building scheduling needs.

? Serve as primary point of contact and schedule coordinator for the Head of School.

? Oversee daily operations of the school office and support office staff.

? Coordinate onboarding for all new employees and volunteers, ensuring all paperwork is

completed and submitted to the Diocese.

? Set up copier codes, email access, mailboxes, and keys for new staff; remove access for

departing staff.

? Maintain the safety case files for emergency drills and update voicemail systems seasonally.

? Submit all required Rockford Diocese and ISBE reports.

? Maintain compliance with Safe Environment/Virtus requirements, including training,

recordkeeping, and reporting.

? Oversee fingerprinting for all Deanery employees, including scheduling, system management,

and tracking billing for each individual.

Communications & Public Relations

? Create and distribute the monthly Charger Chat newsletter; gather content from staff and

manage publication.

? Assist in managing and updating the school website; periodically review for accuracy.

? Serve as primary coordinator for all parent communications.

? Prepare family directories, report card mailings, and other schoolwide communications.

? Manage yearbook sales, senior ads, and shoutouts.

? Oversee Christmas card design contest, card list updates, and annual holiday mailings.

Photography, Media & ID Management

? Coordinate all school photography needs, including scheduling photographers for events and

sports.

? Manage student and staff ID production, including reprints and maintenance of the ID printer.

? Provide student lists to photographers and staff as needed.

Event Planning & Coordination

? Plan and execute major school events including:

? Graduation

? Senior Banquet

? Teacher Appreciation Week

? Counselor Week

? Super Saturday Night (logistics support)

? Blood Drives

? Clergy luncheons and special liturgical events

? Order food and beverages for employee meetings, faculty institute days, and welcomeback

events.

? Coordinate rental equipment, clergy invitations, and communications for major ceremonies.

Registration, Enrollment & Data Management

? Manage the Rediker/Administrator’s Plus system, including creation of online forms and

maintenance of enrollment data.

? Lead the reregistration process, including parent outreach and troubleshooting.

? Collaborate with the Business Manager on financial aid and scholarship processes.

? Prepare homeroom and locker assignments;

? Coordinate with technology staff for laptop setup.

? Maintain accurate student lists for internal and external partners.

Committee & Council Support

? Attend Deanery Principal meetings and ECA board meetings; take and distribute minutes.

? Assist with tuition and fee analysis, salary scale comparisons, and budget summaries.

Requirements

 Required Skills and Qualifications

• Communication: Excellent verbal and written communication skills.
• Organization: Strong organizational and time-management skills to handle multiple projects.
• Technology: Proficiency in MS Office Suite (Word, Excel, PowerPoint) and office equipment.
• Interpersonal Skills: Professionalism, flexibility, and a customer-focused attitude.
• Education: Bachelor's degree is required; previous office/administrative experience in a school setting preferred.

Benefits can be found at the following link:  https://www.rockforddiocese.org/pdfs/accounting/Summary-of-Benefits.pdf?1732140853