Office Coordinator

Job Description

Chesterton Academy of St. Scholastica
Office Coordinator position

Terms: Part-time Employee
Experience: 2+ Years preferred
Education: Undergraduate Degree
Base Pay: Salary

Job Description
Chesterton Academy of Saint Scholastica (CASS) in Fort Wayne, Indiana is a pro-life, pro-family classical high school, educating students in the Catholic tradition. CASS will launch its second academic year in August of 2025 and seeks a highly motivated individual who can joyfully and energetically take on the varied administrative duties of a new school.

This position will average 25 hours per week. Typically, this will be 9:15am - 1:15pm at the school, Monday - Friday, plus an average of 2 evening events per month. There is a possibility of adding an adjunct teaching role to the Office Coordinator job.
This position reports to both the Head of School and the Executive Director and meets weekly with each.

Daily Office Administration
Manage day-to-day office operations including:
• Student attendance (online and contacting families when students are absent)
• Maintain online Student Information System (database, schedules, courses, report cards, transcripts)
• Read all emails and notifications from the State of Indiana regarding Accreditation, Choice voucher program, and any other State programs benefiting non-public schools. Present these updates to Head of School at weekly meetings
• Maintain online accounts with the State DOE systems concerning Data Exchange and the Choice voucher system
• Manage school files, physical and digital
• Nursing and sick-bay/ administering meds and recording health events
• Safety, including emergency drills and procedures
• Safe Environment coordination and record keeping for faculty and volunteers
• Maintain office supplies, janitorial supplies, and curriculum inventories
• Maintain a beautiful, liturgically decorated and aesthetically pleasing indoor school environment
• Primary contact for parent communication
• Send out weekly parent newsletter - assist the Head of School in drafting newsletter
• Maintain website calendar and events
• Serve as a liaison between CASS and St. Vincent de Paul parish for scheduling
• Assist planning and logistics for various school activities including:
Field trips, Avilasatti Days, JPII Service Days
Mass of the Holy Spirit
Fine Arts Performances
Retreats
Guest speakers, priest visits
Testing
Parent-Teacher Conferences
Coordinate and track the sending of thank you notes to external members helping with these school activities

Marketing and Student Recruitment Support
• Take pictures weekly
• Create graphics and flyers in Canva
• Make regular social media posts
• Send monthly email newsletter
• Manage FACTS application and enrollment system
• Coordinate placement testing and family interviews
• Assist planning and logistics for community and recruitment events including:
Cultura Vitae lectures
Open Houses
Student Shadow Days
Family tours

Fundraising Support
• Process donations and mail thank-you notes
• Assist planning and logistics for fundraising events including:
Donor walk-throughs
Giving Day
Annual Gala

Requirements
• Must be practicing Roman Catholic who is eager to take the Oath of Fidelity to the Magisterium of the Catholic Church
• Bachelor's Degree (Required)
• Exemplary verbal and written communication skills
• Resilient and adaptable with strong time management and organizational skills
• High productivity individual who can quickly learn new processes and duties
• Proactive and organized with own system of task management when multiple items require attention
• Committed to the mission of Chesterton Schools Network and the teachings of the Catholic Church

About

Chesterton Schools Network
Founded in 2008 as a result of a grass-roots movement of parents, Chesterton Academy offers a rigorous, integrated high school curriculum centered on the Incarnation of Jesus Christ. Focusing on the classics, the school develops complete thinkers who learn to draw on faith and reason for the purpose of building a culture of life. chestertonschoolsnetwork.org

Chesterton Academy of Saint Scholastica (CASS)
We have a passionate desire to provide a joyful, integrated classical curriculum for the formation of a new generation of thinkers and leaders for the Church and our society. Our goal is to provide not only an excellent education, but also to develop joyful Catholic disciples through sacramental life, prayer, and human & spiritual formation. www.chestertonfw.org

How to apply
Candidates may familiarize themselves with the Chesterton Schools Network and the Chesterton Academy of Saint Scholastica via the links above. If interested in applying for this position, please forward a cover letter, resume, and the names and contact information of three professional references to info@chestertonfw.org. Please indicate if you are interested in an adjunct teaching role in addition to the Office Coordinator job and which subject areas you feel prepared or qualified to teach.

About the Employer

Chesterton Academy of St. Scholastica is a classical high school in the Catholic tradition. Our mission is to raise a new generation of joyful leaders and saints, educated in the classical tradition and the truths of the Catholic faith.