School Front Office & Admin Coordinator

St.-Thomas-the-Apostle-School; Chicago (IL); On-site; USD 26,000 - 28,000; Full time

Job summary

St. Thomas the Apostle School in Chicago's Hyde Park seeks a School Secretary to manage front desk operations, communications, attendance, and student records using PowerSchool and SchoolMessenger.

You will coordinate with the Principal and staff, prepare mailings, and maintain orderly office procedures to support daily school activities. The role requires professionalism, strong organization, and the ability to balance multiple tasks in a busy school environment, with a 7:00 am–4:00 pm schedule

Responsibilities

• Serve as the first point of contact for the school by answering phone calls promptly and professionally, taking accurate messages, responding to school correspondence in a timely manner, and directing communications to appropriate staff.
• Open, sort, and screen incoming mail; prepare, address, and process outgoing mail; ensure daily mail distribution to appropriate mailboxes.
• Screen requests and coordinate appointments with the Principal and Assistant Principal; communicate incidents and urgent needs to leadership promptly.
• Foster welcoming interactions with parents, students, faculty, and visitors while maintaining professional office standards.
• Assist with drafting, preparing, and distributing school communications and correspondence.
• Monitor and respond to emails regularly, ensuring timely follow-up and distribution of information.
• Maintain attendance records in PowerSchool and distribute attendance notes and related materials to staff.
• Update student contact changes in PowerSchool and manage weekly staff sign-in binder.
• Coordinate ordering and preparation of graduation materials and school supplies for the upcoming year.
• Maintain class rosters, student information in PowerSchool, and SchoolMessenger communications.

Job description

St. Thomas the Apostle School in Chicago's Hyde Park seeks a School Secretary to manage front desk operations, communications, attendance, and student records using PowerSchool and SchoolMessenger.

You will coordinate with the Principal and staff, prepare mailings, and maintain orderly office procedures to support daily school activities. The role requires professionalism, strong organization, and the ability to balance multiple tasks in a busy school environment, with a 7:00 am–4:00 pm schedule