Office Manager

Job Description

The Office Manager at Chesterton Academy of the St. Croix Valley works in collaboration with the Head of School to streamline daily operations of the school. As the first point of contact in the school, the Office Manager must be a flexible and organized individual.

The mission of Chesterton Academy is to help parents raise up a new generation of joyful leaders and saints, educated in the classical tradition and the truths of the Catholic faith. All employees of the school work in concert to support that mission.


Experience: Two years office experience, preferably in a school, or similar experience
Personal Attributes: Flexible, detail-oriented, cooperative, and joyful


Manage day-to-day front office operations including:

Receiving People and Calls that come into the School
Check the Mail
Lock front door 15-20 minutes after school begins
Track and oversee attendance in Jupiter Ed
Track PTO, sick time, etc. for faculty
Assign substitute responsibilities in event of faculty absences
Create and send weekly “News From The Valley” with  Constant Contact
Safety procedures and documentation  including emergency drills
Manage school and student files (current year and archives)
Interactions with District nurse
Admissions support and communication with prospective families
Oversee volunteer management; ensure all volunteer roles are staffed
Oversee inventory supply room and classroom set-up
Receive and maintain record of supplies donated by families
Maintain and track CASCV Sign Up Genius account
Send Thank You cards or messages to parents

Calendar and Scheduling:

Responsible for development and oversight of all school schedules
Create an official school calendar (instruction days, events, etc.)
Oversee school events and volunteer assignments

Planning and logistics for various school activities includes:

Open Houses (August/October/January/March)
Invitations sent weekly at least a month in advance
Parent-Teacher Conferences (November/February)
Advent Retreat
Faculty and Parent Holiday Party
Lenten Service Project
School field trips
Prospective Student Game Night
Testing (placement exams, CLT, PSAT, Stanford, MAPS)
Other events such as vocation talks, chaplain visits, etc.
Help Seniors prepare for college and send transcripts as needed

Fundraising Support/Finance Tracking:

Maintain and track incoming and outgoing funds
Maintain a system of accountability in financial matters
Deposit money to the bank as needed
Write and track Thank You notes
Follow up and ensure reimbursements are provided
Provide administrative support for all aspects of annual fundraising and marketing plans, with an emphasis on the annual Gala.

***This list includes a general description of all current responsibilities in this position. It is subject to change, and additional tasks may be assigned as needed.***

Application Instructions

Email your resume and cover letter to Nataleigh Waters-Lang: [email protected]


Daily Mass or a Rosary is offered at 11:40am daily for the whole school.

Additional hours outside of normal business hours for school events occasionally requested.

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