School Secretary - St Thomas the Apostle - Vicariate VI

St. Thomas The Apostle School Secretary

The Archdiocese of Chicago Catholic schools serve more than 40,000 students in 154 elementary and high schools in Cook and Lake counties. It is one of the largest private school systems in the United States. Its schools have received 96 Blue Ribbon awards from the U.S. Department of Education over the past 10 years.

St. Thomas the Apostle School is a Catholic elementary school within the Archdiocese of Chicago, located in Chicago's Hyde Park neighborhood. The school's mission is to lead, challenge, and encourage God's childrenthrough extraordinary diversityto grow in faith, knowledge, and a commitment to service.

The Secretary plays a vital role in supporting this mission by serving as a welcoming and professional representative of the school to students, families, faculty, and visitors. Responsibilities include maintaining accurate student and school records, managing school correspondence, supporting campus safety procedures, and responding to the day-to-day needs of students and teachers.

The Secretary works closely with the Principal, Assistant Principal, and Administrative Assistant to support the daily operations of the school. This position reports directly to the Principal and collaborates regularly with the Principal's Administrative Assistant. The Secretary position serves as the face of the office and therefore must maintain professional boundaries by avoiding personal relationships with both parents and students.

The scheduled hours for this role are 7:00 a.m. to 4:00 p.m., with a 30-minute lunch break.

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 the appropriate staff member.
• Open, sort, and screen incoming mail; prepare, address, and process outgoing mail; and ensure daily mail distribution to the appropriate mailboxes in a timely manner.
• Screen requests and coordinate appointments with the Principal and Assistant Principal. Communicate school incidents, concerns, and urgent needs to school leadership promptly and appropriately.
• Foster positive and welcoming interactions with parents, students, faculty, and visitors by maintaining professional office standards and addressing visitor questions or concerns courteously and efficiently.
• Assist the Principal, Assistant Principal, and Administrative Assistant with drafting, preparing, and distributing school communications and correspondence.
• Monitor, prioritize, and respond to email communications regularly and professionally, ensuring timely follow-up and accurate distribution of information to appropriate staff members.

Recruiting and Marketing

• Ensure a welcoming and professional experience for prospective and current families.

Maintaining Records

• Collect, organize, and maintain student attendance documentation; accurately enter daily attendance records into PowerSchool; and distribute attendance notes and related materials to the appropriate staff members in a timely manner.
• Update student contact changes on PowerSchool when required
• Prepare and maintain the weekly teacher and staff sign-in binder, ensuring all records are complete, accurate, and properly documented.
• Track and maintain accurate records of faculty and staff sick leave, bereavement leave, and personal days, and complete annual attendance reports for all school personnel.
• Maintain and update student and family information in PowerSchool and SchoolMessenger. Serve as the primary point of contact for families and students regarding questions, concerns, and support related to PowerSchool.

Communication with Teachers

• Design and maintain monthly classroom and office attendance forms that include updated student rosters for each class. Distribute forms to teachers monthly and revise records promptly when new students enroll.
• Collect, organize, and maintain staff emergency contact information through secure Google Forms systems.
• Set up and manage teachers purchasing accounts for school supply ordering through School Specialty. Review textbooks, workbook, and classroom supply orders with school administration and submit approved orders to vendors throughout the school year.
• Maintain accurate and up-to-date class rosters and promptly distribute revised class lists to teachers and staff as enrollment changes occur.
• Coordinate the ordering and preparation of graduation materials, including diplomas, caps and gowns, ribbons, awards, and transportation arrangements for the 8th-grade trips.
• Manage classroom supply and textbook inventories; coordinate ordering of instructional materials and school supplies for the upcoming academic year; and organize, inventory, and distribute materials upon arrival. Process additional supply orders throughout the school year as needed.

Substitute Teachers

• Coordinate and manage substitute teacher scheduling by communicating regularly with faculty regarding planned and unplanned absences, securing substitute coverage in a timely manner, and ensuring all classrooms are appropriately staffed.
• Arrange substitute coverage in advance for scheduled teacher absences and respond promptly to same-day or emergency substitute requests received by phone call or text message.
• Maintain clear and professional communication with teachers regarding substitute assignments and scheduling updates.
• Welcome and support substitute teachers by providing a positive and organized onboarding experience, including escorting substitutes to classrooms, explaining building procedures, locating essential facilities, unlocking classrooms, and introducing them to key faculty and staff members.
• Serve as the primary liaison with Rose Educators regarding substitute teacher scheduling, account management, and approval of substitute service hours.
• Register newly hired teachers and establish their accounts with Rose Educators as needed.
• Maintain and update the "STA Faculty & Staff Calendar" in Google Calendar to accurately reflect teacher absences and substitute coverage.
• Collect, organize, and distribute substitute lesson plans and instructional materials from classroom teachers to substitute teachers to ensure continuity of instruction.

Enrollment Management

• Respond to inquiries from prospective families by phone and email, provide a welcoming introduction to the school community, and guide families through the next steps of the admissions process as needed.
• Support the Administrative Assistant in implementing admissions procedures, maintaining admissions records, and ensuring consistent follow-through on enrollment routines and communications.
• Assist with coordinating and facilitating student shadow days by welcoming prospective students, helping them transition smoothly into classrooms, and ensuring a positive and supportive experience throughout the visit.

Health and Safety

• Provide attentive care and basic first aid to students who are ill or injured, including administering minor medical assistance such as bandaging wounds, taking temperatures, responding to asthma-related concerns, and monitoring student well-being until a parent or guardian arrives. Communicate promptly with parents regarding student illness or injury and coordinate emergency medical services when necessary.
• Prepare and distribute school communications regarding reported contagious illnesses in accordance with school health and safety procedures.
• Maintain and manage the student Medication Administration Binder, ensuring all medical documentation, permissions, and medication records are accurate, organized, and up to date.
• Demonstrate knowledge of school emergency response procedures and Federal Emergency Management Agency (FEMA) safety protocols to support campus preparedness and student safety.
• Maintain and organize the school's medical supply cabinet and ensure adequate availability of health and first-aid supplies, including ice packs and emergency care materials.
• Monitor and manage the main school entrance by greeting and screening visitors, answering the door promptly, and verifying visitor authorization to ensure campus safety and security.
• Maintain accurate visitor sign-in and sign-out records and distribute visitor badges to all approved guests entering the school building.
• Communicate promptly with maintenance personnel regarding facility concerns, repairs, or safety issues within and around the school building.
• Coordinate the annual school bus evacuation, fire, disaster and lockdown drills by scheduling drill dates, communicating logistics

Office Maintenance & Daily Responsibilities

• Oversee and maintain inventory of office supplies, including stationery, copy paper, printer ink, and related materials. Prepare purchase requests as needed and ensure all orders are submitted with Principal approval.
• Organize and distribute daily home communications, including flyers, letters, and school notices, placed in student attendance folders in a timely and accurate manner.
• Support the coordination and dissemination of summer communications to families, ensuring clear, timely, and consistent messaging from the school.
• Manage the lost and found system, donated uniforms, and the collection, organization, and resale of second-hand uniforms.
• Oversee daily operation of the copier and laminator, ensuring proper functioning, troubleshooting issues as needed, and maintaining adequate supply levels (including paper and toner).
• Provide copy and printing support for the Principal, Assistant Principal, Administrative Assistant, and teaching staff as requested.
• Make school-wide announcements over the public address system as directed by the Principal or Assistant Principal.