Schools Program Coordinator

Job Description

Program Coordinator

Office of Catholic Schools

Diocese of Madison

Application deadline: February 14, 2025.

Send cover letter and resume to: schools@madisondiocese.org with "PC Application" in the subject line.

Classification: Non-Exempt, Hourly, Full Time

Reports to: Superintendent of Catholic Schools

Summary/Objective: To provide management, coordination and supervision for large, complex projects for the Office of Catholic Schools Team that require research and multiple, varied tasks over a duration of time. To support the daily operations of the Office of Catholic Schools including communications, scheduling, data organization and maintenance and website management.

Essential Job Functions: Assist the Superintendent, Assistant Superintendent and other staff of the Office of Catholic Schools in their daily workflow and with specific initiatives including:

Event Planning -
Prepare materials and managing meeting logistics for various groups of principals and teachers.
Send invitations, cards, reminders, gathering responses, etc.
Coordinate with the Chancery Hospitality Manager to order food (catering) and assist with meeting set-up and take down.
Reserve meeting rooms and diocesan vehicles for events and meetings.
Plan logistics for large events like the All Schools Mass, Catholic Educators Conference, and Principal professional development days.
Purchase office and meeting supplies.

Communication -
Manage the creation and distribution of newsletters to principals, teachers and pastors.
Use Flocknote to design newsletters with artwork, quotes, scripture, etc. while inserting content provided by the superintendent and assistant superintendent.
Proof-read articles, reports and other correspondence as needed.
Manage e-mail and Flocknote distribution lists.
Field e-mails and phone calls from principals, parents and the public.
Manage the general e-mail account for the Office of Catholic Schools.
Offer assistance and support to principals, teachers and others who contact the OCS.

Assist with the annual WRISA accreditation process for schools.
Organize the schedule of trainings pertaining to the schools' self-studies.
Organize the process of nominating and assembling teams to fulfill requirements of the accrediting agency and execute the site-visit.

Office Management & Organization -
Manage the calendars / schedules for the Office of Catholic Schools generally and for the Superintendent and Assistant Superintendents specifically.
Manage the financial flow / bill payment for the Office of Catholic Schools and coordinate with the Office of Finance: accounts receivable and accounts payable.
Keep and organize receipts for all expenses.

Information Management-
Assist with the maintenance of information in the diocesan Data Hub.
Maintain the OCS websites (Diocesan e-Catholic site and the Office of Catholic Schools site for principals and teachers).
Check to ensure links are functioning.
Keep the websites and all documents up-to-date.
Create and provide schools access to electronic surveys used in the self-study process.
Create and provide schools access to customized Google Drives and maintain same.

Manage the finances of the Principal Association Board.
Track amounts due, prepare and send information to the Office of Finance for invoicing the schools for various fees and dues.
Track and reconcile bank statement.

Secondary Job Functions:
Work with other offices in the diocese to coordinate shared projects and inter-office flow.
Assist with travel arrangements for office personnel.
Manage various Excel & Google spreadsheets required to organize and monitor the programs, initiatives and events for the Office of Catholic Schools.
Act as a liaison to state agencies WRISA and WCRIS in the assistance of scheduling and preparation for board meetings.
Post and monitor all school vacancies on WECAN, the diocesan careers site and other platforms (i.e. Catholic colleges, Catholicjobs.com, etc.)
Prepare and send the annual Principal Contract Information to Pastors.
Conduct an annual review and update of the Standard Operating Procedures Manual.
Assist the superintendent with matters regarding busing boundaries (maps) and communications with public school districts.

Required Competencies:
Committed to the mission of Catholic education - to form the human person in the image of Jesus Christ
Highly organized, self-motivated, able to take initiative, recognize needs & work to meet them
Able to learn quickly, follow directions and improvise when necessary
High level of professionalism and trustworthiness
High level of confidentiality
Excellent interpersonal and communication skills, verbal and written
Prudent, precise and professional in all electronic communications
Focused, flexible and calm under pressure
Identifies problems and presents solutions
Able to work with and meet deadlines
Proficient typing and data entry skills
Proficient with Microsoft Office and Google Drive
Proficient or advanced skill with Microsoft Excel and Outlook
Proficient with document and presentation design across various platforms (PPT, Google slides, MS Word, Canva, Adobe Acrobat, etc.)
Proficient with Survey Monkey, Flocknote, Zoom and web contact tools

Required Education & Experience:
High School Diploma or equivalent
Evidence of continuous learning and/or job training
1-2 years previous experience as an administrative assistant or equivalent

Preferred Education & Experience:
Associates Degree in Applied Science / Administrative Professional or equivalent experience
Experience working with schools, school districts, or education in general
Knowledge of or experience working with Catholic schools

Additional Qualifications:
Practicing Catholic and knowledgeable about the faith

Work Environment & Physical Requirements:
Physical ability to shop for and deliver various food and food preparation / service items.
Physical ability to lift up to 35 lbs. and perform meeting room set up including moving tables and chairs
Working evenings and/or weekends if needed during busy work cycles
Able to work in onsite in and open office environment
Able to work remotely on occasion

Work Relationships:
All diocesan offices for the Diocese of Madison
Administration and staff members from other dioceses in Wisconsin
Administration, faculty and staff of all schools that are a part of the Diocese of Madison
State and National organizations such as WRISA, WCRIS, NCEA

Travel Requirements:
Occasional short trips to acquire meeting necessities and provide catering services
Occasional attendance at events outside the Madison area

About the Employer

We serve to ensure that every individual in the Diocese of Madison is graciously invited every day to meet the person of Jesus Christ, risen from the dead, face to face and be changed by him.