Administrative Assistant

Chesterton Academy of Notre Dame; Rockford (IL); On-site; USD 40,000 - 45,000; Full time

Job summary

Our Lady of the Sacred Heart Academy-Chesterton Network School is seeking a full-time School Registrar & Administrative Assistant to support the Office Manager and Principal Headmaster. Responsibilities include managing student records, communications with parents, and ordering supplies in a fast-paced Catholic educational environment.

The role requires proficiency in Microsoft Office and Canva, a high level of organization, and a commitment to Catholic teachings.

Qualifications

• Bachelor’s degree preferred and 1–3 years of office experience.
• Experience in Catholic, classical education is a plus.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office and Canva.
• Able to multitask, prioritize and meet deadlines.
• Must be a practicing Catholic and willing to take an Oath of Fidelity.

Responsibilities

• Front Desk & Communications: greet visitors and route inquiries.
• Student & Attendance Support: process attendance and maintain records.
• Administrative & Clerical Tasks: calendar management and supplies.
• Confidentiality & Compliance: protect privacy and mandatory reporting.
• Student Record Maintenance & Privacy: FERPA compliance and data handling.
• Registration & Course Scheduling: manage enrollments and schedules.
• Additional Duties: as assigned by Office Manager or Principal Headmaster.

Skills

Communication

Interpersonal skills

Microsoft Office

Canva

Multitasking

Prioritization

Education

High school diploma or GED

Bachelor’s degree preferred

Business/Administration degree preferred

Tools

FACTS

Job description

Administrative Assistant

Our Lady of the Sacred Heart Academy-Chesterton Network School, a Catholic, classical pre-K-12 academy, seeks a faithful, talented and dynamic full-time School Registrar & Administrative Assistant to join our team.

A bachelor's degree is preferred, along with one to three years of office experience. Experience in and passion for Catholic, classical education is a plus.

The successful candidate will largely support the Office Manager, as well as the Principal/Headmaster, as needed. Duties include a wide variety of office and administrative tasks, including maintaining student and employee records, ordering books and supplies, and sending parent communications.

The candidate will have excellent communication and interpersonal skills. The ability to multitask, prioritize, and meet deadlines in a fast-paced environment is essential. Proficiency in Microsoft Office and Canva is necessary. The candidate must be a practicing Catholic and be willing to make an Oath of Fidelity to the Magisterium and a Profession of Faith.

Salary Range: $40K-$45K

Essential Duties and Responsibilities

Front Desk & Communications

• Greet students, parents, staff, and visitors warmly.
• Answer multi-line phone systems, take messages, and route inquiries to the appropriate department or administrator.
• Sort and distribute incoming/outgoing mail, faxes, and general school announcements.

Student & Attendance Support

• Process student attendance, tardies, and early dismissals.
• Maintain and update student data and cumulative records using FACTS school management software.
• Assist with basic student health needs, first aid, or medication distribution under established guidelines when necessary.

Administrative & Clerical Tasks

• Maintain the principal's and school calendar, schedule appointments, and coordinate special events.
• Order, receive, and inventory classroom and office supplies.
• Assist with substitute teacher placement.

Confidentiality & Compliance

• Strictly protect student and staff privacy.
• Follow mandated reporting guidelines for student safety and well-being.

Student Record Maintenance & Privacy

• Grade Processing: Print and file report cards.
• Data Privacy (FERPA): Act as the legal gatekeeper of student information, ensuring all records comply with the Family Educational Rights and Privacy Act (FERPA) and other data privacy regulations.

Registration & Course Scheduling

• Class Enrollment: Oversee and update the systems during which students add, drop, or register for classes.
• Academic Calendar & Catalogs: Assist in developing the official academic calendar (deadlines, holidays) and publishing the institution's course catalog.
• Classroom Allocation: Coordinate with academic departments to assign course times and physical room locations to minimize scheduling conflicts; assist in creating student schedules.

Additional Duties

• As the Office Manager sees fit
• As the PrincipalHeadmaster sees fit

Qualifications and Requirements

Education: High school diploma or GED equivalent required; associate or bachelor's degree in business/administration preferred.

Experience: Minimum of 1 to 3 years of clerical, secretarial, or front-desk office experience, preferably in an educational setting.

Technical Skills

• Proficiency in Microsoft Office (Word, Excel) or Google Workspace.
• Familiarity with student information/attendance software.
• Ability to operate standard office equipment (copiers, multi-line phones, scanners).

Core Competencies

• Strong verbal and written communication skills.
• Exceptional patience, multi-tasking abilities, and attention to detail.
• Ability to pass a background check and maintain strict confidentiality.

About

Our Lady of the Sacred Heart Academy is a classical pre-K-12 school and Chesterton Network High School in the Catholic tradition. Founded in 2000 as a result of a grass-roots movement of parents, the academy's high school became a member of the Chesterton Schools Network in 2020. We offer a rigorous, integrated classical program for grades pre-K-12 and our curriculum is centered on the Incarnation of Jesus Christ. Focusing on the classics, the school develops complete thinkers who learn to draw on faith and reason for the purpose of building a culture of life. Learn more about OLSHA-CNS at www.olsha.org and the growing national Chesterton Schools Network at www.chestertonschoolsnetwork.org.