Office Manager

Chesterton Academy of Notre Dame; Falls Church, Northern (VA, KY); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

Sacraments access

Holiday PTO

Reduced summer hours

PTO during breaks

Job summary

St. Jerome Institute in Falls Church, VA seeks an Office Manager for its founding year and beyond.

This salaried, full-time, in-person role supports front office operations, admissions, events, and campus hospitality, reporting to the Headmaster and collaborating with the Director of Recruitment. The ideal candidate combines hospitality with organizational flair, keeps public spaces welcoming, answers phones, assists with newsletters and communications, and helps coordinate open houses, camper

Qualifications

• Hospitable mindset and ability to make visitors feel welcome.
• Strong organizational skills for front desk, files, and transcripts.
• Experience supporting admissions, events, and campus operations.

Responsibilities

• Manning front desk and answering phones during school hours.
• Assist recruitment with visits, communications, and scheduling.
• Coordinate internal/external events and campus hospitality arrangements.
• Maintain orderly faculty work areas and campus public spaces.

Skills

Hospitality

Office administration

Event coordination

Job description

The Office Manager will serve a dynamic role in the Founding Year (and beyond!) of the St. Jerome Institute Northern Virginia campus. This full-time, year-round (but reduced summer hours), in-person position reports to the Headmaster and will have responsibilities within (1) front office operations, (2) student admissions support, (3) internal and external event logistics, and (4) campus hospitality, beautification, and operations.

The qualified candidate for the position will delight in and have a skill for hospitality, as the school plays host to a range of people from prospective families to visiting guests to current families and faculty. The successful candidate should also have a developed sense of Beauty as they play a significant role, under the guidance of the Headmaster, in making the Beautiful resound on campus throughout the year. Key initial projects will involve making the office inviting and welcoming and ensuring the faculty work areas are well organized and designed. Additional projects in this area will unfold.

The successful candidate will also embrace the "humble things" like answering phones, tidying up public spaces, ensuring coffee is made and cleaned up, and helping sick students call home as he or she will be responsible for manning the front desk and taking all inbound calls during school hours.

All in all, the St. Jerome Institute seeks a hospitality-minded individual with a zeal for our mission and a noted skill in organization and logistics to put their "get-things-done attitude" to work in the service of our mission in our pioneering year!

This role reports to the Headmaster, while also offering direct support to the Director of Recruitment. Below is a list of some of the responsibilities of the role:

Front Office Operations:

Being a light of warmth and welcome to all whom Christ brings across our doorstep
Faithfully manning the front desk during office hours
Liaising with the SJI finance team/accounts payable regarding receipts, invoices, etc.
Establishing sound front office protocols and implementing them
Overseeing student documentation and transcripts, in collaboration with Headmaster or designee

Admissions Support (Supports the Director of Recruitment in these areas):

Managing FACTS and contact databases
Scheduling and communicating visits and/or meetings with prospective families and outside supporters (e.g. pastors, K-8 school principals, etc.)
Calling prospective families, answering questions, and communicating with warmth and enthusiasm about the St. Jerome Institute Vision
Planning and advertising summer camps (to begin in summer 2027)

Internal & External Event Logistics:

Working closely with the Director of Recruitment in design, planning, and execution of key admissions events such as Open Houses, Shadow Days, etc.
Researching and planning key curricular events such as Adventure Days and Practicum Days
Supporting and/or leading in planning events such as "meet the teacher", the faculty Christmas party, etc.

Operations:

Writing and sending family communications, such as text alerts about snow days and a weekly newsletter Liasing, with the guidance of the Headmaster, with the St. Philip parish team on a range of operations matters from janitorial to plant improvements to evening event access
Overseeing keys, ensuring we are stewards of our lease agreement, overseeing major equipment like copy machines, and serving as point person on tech systems (e.g. setting up an email address for a new team member) and other logistics protocols and elements

Key Details:

Salaried role
Full-time, year-round, and in person (includes a range of evening events) position
Position is located at the St. Jerome Institute Northern Virginia campus located at St. Philip's Catholic Church in Falls Church, VA
Reports to the Headmaster and collaborates frequently with the Director of Recruitment

Additional Benefits:

Access to the Sacraments of the Church as part of the regular life of the school

Paid time off at major holidays such as Easter, Christmas, and Thanksgiving (Please note: modest remote availability and work will be required during academic holidays to propel projects forward and respond to key communications. This role may need to also do light work on campus over breaks to prepare for close-down and/or start up at longer breaks like Thanksgiving, Christmas, and Easter)
Reduced summer hours (roughly 9am-3pm Tuesday-Thursday on campus with some light remote work outside of those hours)
Additional 3 days PTO during the academic year and 6 days PTO during the months of June and July.