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 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-sex 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.

Scope

The Associate for Information Management works as one of four team members in a busy and service-oriented K-8 Admissions Office responsible for enrolling approximately 100 new students annually. The position demands a steady and positive personality; a combination of interpersonal, administrative, and technical skills; and a willingness to step in as needed to support the admissions process.   

The Information Management Associate oversees the management of applicant information and has primary responsibility for the school’s admissions data base, requiring attention to detail, technical literacy and the ability to handle confidential information with discretion. In addition, the Information Management Associate handles a heavy volume of email and telephone contact with prospective families and therefore plays a key role in “first-impression” marketing. The Information Management Associate must be welcoming, organized, and able to communicate the school’s mission, programs, and policies, responding to prospective parents promptly and thoughtfully. The position is full-time and reports to the Admissions Director.  

Admissions is one of the three offices, including Communications and Development, which make up the Department of Institutional Advancement. The Institutional Advancement Team works collaboratively to build understanding and support of the school’s mission and programs and to secure resources to enhance the school and secure its future. Collectively and individually, the team strives to model the values expressed in the Goals and Criteria of Sacred Heart education.

Essential Duties and Responsibilities

Admissions Process

• Ensure outstanding customer service for prospective and new school families, laying the foundation for strong, lasting relationships

• Communicate with prospective families in a warm and professional manner on the phone, in writing, and via email

• Work with applicant families to ensure a smooth, complete, and timely application process – enter applications, schedule appointments, send reminders, and receive and log supplemental materials

• Prepare applicant files for the Admissions Committee

• Prepare decision letters and other mailings

• Work with the Finance Office to prepare enrollment contracts

• Work with newly admitted families to communicate and collect important enrollment information

Information Management

• Maintain and manage applicant files, both paper and electronic; work closely with the Admissions Team to establish protocols that ensure the integrity, consistency, and confidentiality of information

• Oversee Education Edge, the school’s admissions database and Infosnap, the on-line inquiry and application system

o enter paper and on-line applications into Education Edge

o act as the team’s primary contact with Education Edge and Infosnap

o perform routine maintenance of the database as recommended by Blackbaud

o perform routine updates of electronic inquiry and application forms as recommended by Infosnap

o maintain a list of procedures and train staff in the use of Infosnap and Education Edge

• Serve as a liaison with other school offices regarding information management

• Prepare new student files for transfer to the School Office and electronic files for integration with Raisers Edge

• Assist in generating routine monthly, quarterly, and annual reports on admissions activity and outcomes

• Ensure the Admissions Office adheres to the school’s record retention policies regarding applicant information

Recruitment and Events

• As a member of the Admissions Team, plan, participate in, and support admissions and recruitment events including some evening and weekend activities

• Oversee event logistics: job orders, room reservations and working with caterers

• Lead prospective parent tours, as needed

General

• Attend weekly meetings of the Admissions Team and record minutes

• Attend regular meetings of the Institutional Advancement Department

• Record minutes for the Marketing and Enrollment Council

• Order and maintain routine Admissions Office supplies and publications

• Proof read and verify accuracy of basic admission information on the school website and in print publications

• Represent the school to professional and membership organizations, including the Archdiocese of Chicago, various regional and national associations of independent and Catholic schools, and the Network of Sacred Heart Schools

• Consistently project a positive image of Sacred Heart Schools

• Responsible for other projects as identified by the Admissions Director, Director of Institutional Advancement, and/or Head of Schools 

Qualifications

• Bachelor’s Degree required

• Warm and welcoming with the ability to work effectively with a wide variety of families and groups

• High standard of customer service and follow through

• Team-oriented, collaborative, and flexible; ability to work in a fast-paced environment and lend a hand when needed

• Self-directed with the ability to multitask and prioritize; excellent organizational and time management skills

• Professional and personal integrity with the ability to maintain confidentiality and exercise independent judgment

• Strong interpersonal skills; excellent phone and email etiquette; the ability to represent the school well to internal and external constituencies

• Proficiency in Microsoft Office: Word, PowerPoint and Excel; Blackbaud or Infosnap experience a plus; must be willing to develop and eventually demonstrate a strong proficiency in the admissions software and technology used by Sacred Heart

• Careful attention to accuracy and detail

• Solid writing skills, including the ability to compose letters and other correspondence and the ability to proof read and edit documents

• Ability to work remotely from home when necessary

• Availability for occasional weekend and evening work

• Experience or interest in Catholic or independent education a plus

Please apply by uploading your cover letter and your resume to www.shschicago.org, about us, career opportunities, Admissions Associate no later than November 20, 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.