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-gender 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 22 schools in the United States.  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 700 students, the schools are organized into three academic divisions each led by a division head.

Position Overview 

The role of the Academic Assistant to the Schools – Lower School position encompasses many responsibilities that are administered out of the Sacred Heart Schools School Office. This position demands a high level of attention to detail for every aspect of the essential job functions and other responsibilities. This role also provides necessary support to members of the Academic Team and to the Student Life events that occur during the course of the school year. 

Essential Job Functions

o School Records Administration

o Annual Student Information Update preparation, student/family registration through InfoSnap, and updating the school database through Education Edge (as of Jan 2012)

o Create checklists and follow-up on Lower School student files, including:

 Progress Reports and Report Cards

 New student records

 Outgoing student records

 Compliance agreements for technology use and the school handbook

 Financial and academic holds

 Birthdays

o Using InfoSnap and/or Education Edge, create reports for:

 Student custody/second households

 Parent vehicle information

 Student dismissal/release

 Emergency contact information

 Summer updates for Institutional Advancement

o School Administration Support

o Attend weekly/monthly meetings, taking minutes, preparing documents, and assisting in driving initiatives for the following school committees:

 Academic Team (weekly)

 Excellence in Teaching and Learning (ETL) Team (monthly)

 Goals and Strategic Planning Committee (five-six times annually)

o Calendaring 

o Manage school calendar planning and processes for future academic years

 Coordinate events, dates, and times with Leadership Team

 Arrange meeting to determine initial dates

 Update changes as they occur and distribute updated copies to the Leadership Team

 Liaison to Communications Department

o Create Room Reservation Calendar for upcoming school year based on planned school events, administrative reservations, and individual teacher reservations; maintain throughout the year

o Special Event Support

o Prepare and execute Annual Prize Day Celebrations:

 Create and distribute student lists for faculty using Google Docs

 Create Prize Day cards (Promotions, Distinctions, Prizes, Goal Awards, Math Awards) and envelopes to be distributed to every Lower School student

 Update and circulate Academy/Hardey Prize Day Scripts between Division Heads

 Assist in proofreading of all of the above materials, including Prize Day booklets

 Organize and execute event logistics 

o Lower School Division Head Support:

o Assist the Lower School Division Head 

 Proofread, copy, and mail correspondence 

 Schedule quarterly teacher/Division Head meetings using Google Docs 

 Attend Lower School Division Meetings

o Standardized Testing

o Assist with ordering, organizing, and distributing Gates, MAP, and ITBS testing

o Update parent communications with the Division Heads

o File and mail standardized testing results 

Requirements

o 3-5 years of Administrative Assistance experience

o Blackbaud Education Edge software experience (proficiency a plus)

o Computer skills: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Docs, 

o Excellent character, flexibility, responsibility, attendance, and organizational skills

o Ability to multi-task, work with a team and independently, and work across several departments/personnel

o Ability to effectively communicate the Schools’ mission, procedures, and policies with current parents/students, new families, and other external personnel

o Ability to manage confidential information

o Ability to learn new software for staff and faculty

o Office machine knowledge (fax, print, scan, and postage)

Interested candidates for this position should upload a letter of intent and résumé, including three references, onto our website www.shschicago.org at About Us, Career Opportunities. Click on the position and upload no later than July 06, 2015.  

Sacred Heart Schools is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, national origin, physical or mental disability or handicap, veteran status, marital status or any other classification protected by law.

There are certain positions, such as those that teach students religion at Sacred Heart Schools, for which it is necessary to be Catholic, for which preference in hiring shall be given to people who are Catholic and who evidence an understanding of the Catholic faith and a commitment to living that faith. Such preference is allowed under state and federal law, and does not constitute an illegal act of discrimination.