Special Projects Manager

POSITION OVERVIEW

Big Shoulders Fund is seeking candidates for the position of Special Projects Manager to begin in Spring 2025.

Ideal candidates should be committed to promoting equitable education in a Catholic setting, serving St. Ethelreda School and other Big Shoulders Fund Plus elementary schools. The Special Projects Manager will work closely with the Managing Director, School Operations & Patrons at Big Shoulders Fund while being employed by the schools as part of the Archdiocese of Chicago, and report to the principals of each school. Special projects featured in this role include: tuition management; payroll and financial management; grants administration; and other systems & operations management.

This role will require the ability to report to multiple school principals at one time, while building effective relationships with additional key stakeholders such as: school staff, Big Shoulders Fund team members, Archdiocesan staff, families and community members.

ESSENTIAL JOB FUNCTIONS

Finance & Purchasing & Development

• Oversees management of school bank accounts
• Handles bookkeeping entries including but not limited to functions such as reconciling payables and receivables on a monthly basis
• Submits financial documents to the designated school administrator for review and approval as needed
• Processes incoming invoices and bills. Assigns codes to revenue and expenses. Ensures bills are paid in a timely manner
• Oversees relations with vendors to ensure reliability, performance, and cost-efficiency of relationships
• Maintains financial records and processes according to best practices, policies and procedures
• Maintains communication with the school and Big Shoulders Fund concerning the school’s financial position
• Provides donation reports quarterly or as needed
• Assists as needed in annual budget process
• Supports the month-end and year-end close processes
• Heading into a new school year, proactively reaches out to principal for planning session, places orders well in advance, and generally does “whatever it takes” to ensure school is fully stocked and set up by the first day of classes
• Maintains alumni and friends donor database via Excel, including donation amounts and donor contact information
• Engages major donor strategy in collaboration with the principal

Compliance

• Supports compliance submissions as needed

Facilities & Maintenance

• Manages capital projects including working with the Archdiocese and Big Shoulders Fund as needed to complete building repairs

Human Resources

• Works with school principal to ensure payroll is accurate and processed on time
• Serves as primary administrator for school payroll
• Updates payroll system for any changes in employee roster, etc.
• Submits necessary HR paperwork to Arch as needed for new hires, terminations, changes, etc.
• Designs, implements and leads processes for school-based onboarding and offboarding of staff

Tuition Management

• Leads and oversees the school’s tuition management system and leading in the collection of delinquent tuition
• Provides the school administrator with bi-weekly reports on the status of the collection of tuition and fees
• Oversees student accounting function, building/maintaining tuition plans, collections, and the management of financial aid awards
• Understands the role of the business office with respect to admissions and student retention
• Reviews and assesses FACTS family aid applications with school leadership to ensure equitable allocation of tuition assistance funds; consults with principal as needed and for ultimate approval
• Manages all facets financial aid process including action for children options
• Restructures tuition / financial aid packages as family circumstances change
• Ensures tuition collection rate gets to and remains at least 85%
• Inputs all finalized tuition plans into FACTS

Special Considerations

• This role has a school-based focus; amount of time spent in each school can change over time
• Job duties and projects may also change over time to meet the changing needs of schools

ADDITIONAL EXPECTATIONS

• Demonstrates strength and skill in interacting with others, especially teachers, principals, students, and families from diverse cultural, economic, and ability backgrounds
• Holds a commitment to excellent customer service, promptly returning phone calls and answering emails
• Works cooperatively with Big Shoulders Fund staff in Chicago, and performs other duties as assigned in support of the overall mission of the Big Shoulders Fund
• NOTE: Position requires availability for some extended hours plus non-traditional hours required to perform job duties. Some participation and attendance at school-sponsored events and meetings is required

QUALITIES OF THE CANDIDATE WE SEEK

• 3 years of professional experience
• Exceptional organizational, problem solving, and time management skills; ability to set priorities among competing activities
• Access to reliable transportation required
• Strength in establishing and maintaining cooperative and effective working relationships with others
• Excellent written and interpersonal communication skills
• High degree of responsibility, initiative, and professionalism
• Proficiency in Microsoft Word and Excel; experience in database management
• Appreciation for the benefits of a Catholic education for students, families and communities; familiarity with Catholic schools in Chicago a plus though not required; experience with education a plus
• Cultural sensitivity and ability to work collaboratively with diverse groups of people
• Commitment to and passion for improving access to high-quality, values-based education options for all children
• Highly motivated and adaptable with a strong work ethic; operate with honesty, integrity, and a positive attitude
• Position requires availability for some extended hours plus non-traditional hours required to perform job duties. Some participation and attendance at school-sponsored events and meetings is required

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties to meet the ongoing needs of the organization and the students/schools it serves.

Salary base starting at $50,000/yr

Role will be hired and employed by The Archdiocese of Chicago, and will be supported by Big Shoulders Fund