Auxiliary Programs Site Coordinator

Position Title: Auxiliary Site Coordinator 

Status: Exempt: Salary, FT with Benefits 

Reports to:   The Director of Auxiliary Programs Department: Auxiliary Programs  

The Frances Xavier Warde School is a Catholic elementary school in downtown Chicago that provides an excellent academic, values-oriented education to students of all ethnic, religious, cultural, and socio-economic backgrounds in a child-centered urban environment. As a keystone of its diverse community, The Frances Xavier Warde School provides need-based scholarships to thirty percent of its students. The Frances Xavier Warde School partners with its families, nurtures faith development for its Catholic students, and engages all its students to learn about and respect other faith traditions. The Frances Xavier Warde School uses a rigorous curriculum that enables students to grow, clarify their values, and develop decision-making skills and a sense of responsibility for themselves and the world they will inherit.  

Equal Employment Opportunity Statement: 

FXW is an equal opportunity employer and makes all employment decisions, including those related to recruitment, hiring, training, and promotion of individuals on the basis of their ability and job-related qualifications and without regard to race, (including traits historically associated with race, including hair texture, afro hairstyles, and protective hairstyles) color, religion or creed, familial status, pregnancy, childbirth, a medical condition resulting from pregnancy or childbirth, national origin, ancestry, age, sex (including sexual orientation, gender identity or expression), physical or mental disability, marital status, veteran status, sexual orientation, gender identity, genetic information, or any other characteristic protected under applicable federal, state, or local law. 

GENERAL SUMMARY: 

The Auxiliary Site Coordinator will directly report to the Director of Auxiliary Programs.  The Auxiliary Site Coordinator manages and oversees extended day activities along with supervisory responsibilities within summer programs. This role involves coordinating logistics, ensuring program efficiency, and maintaining communication with parents and administration and working collaboratively with the Auxiliary Programs Office Manager. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

1. Program Management: 

• Plan, organize, and supervise extended day activities.  

• Manage day-to-day logistics of after-school activities; assign after-school staff to lead activities. 

• Coordinate with campus offices to maintain accurate daily attendance records in CampBrain for Auxiliary programs. 

• Lead, enhance, and expand summer programs. 

• Oversee the development of new program offerings based on community needs, market  

• research, and educational trends, ensuring alignment with FXW’s mission and core values. 

• Collaborate with outside vendors and FXW teachers to ensure programs are relevant,  

innovative, and enriching for students. 

• Set up registration in CampBrain and then have staff/admin test and correct, add what needs to be. 

1. Supervisory Role: 

• Lead K-3rd Grade supervision for off-day camps (e.g., PD days, half days). 

• Facilitate the transition from after-school programming to Camp Jaguar at the end of the school year. 

• Assist with inventory related to EDP, Camp Jaguar & CampBrain. 

1. Communication and Collaboration: 

• Communicate with any student conduct or learning concerns to parents and administration as appropriate. 

• Collaborate with the Director of Auxiliary Programs and Auxiliary Programs Office Manager on faculty recruitment, evaluation, and hiring for the extended-day program. 

• Work with staff/admin to create the Orientation PowerPoint slide show with information coming from present staff/admin. 

• Coordinate with campus leadership and facilities for space availability pertaining to all after-school and extended-day programs. 

• Inform facilities and campus leadership of the # weeks that the camp will be occupying campus during the summer. 

1. Administrative Support: 

• Maintain effective oral and written communication skills. 

• Establish and nurture organizational and community relationships related to the Auxiliary Programs department. 

• Undertake additional projects assigned by the Director of Auxiliary Programs. 

• Other reasonable duties as assigned from time to time by the Director of Auxiliary Programs. 

REQUIRED SKILLS/ABILITIES: 

• Experience working with Microsoft Office Word Pro, Excel, PowerPoint. Experience in working with CampBrain software is a plus. 

• Excellent organizational ability, high level of accuracy, keen attention to detail. 

• Effective interpersonal and communication skills in dealing with others to ensure that requests or needs are met. 

• Experience in program development and operations within education or youth services, including experience with transportation oversight. 

• Demonstrated ability in budgeting, forecasting, and revenue management. 

• Excellent project management skills with a strong ability to lead, organize, and inspire a team. 

• Ability to work effectively with diverse stakeholders, including students, families, and staff. 

• Pediatric CPR and First Aid certification (can be obtained post-hire) 

• Compliance with FXW’s child safety policies, including background screening, fingerprinting, and VIRTUS Training. 

• Ability to handle emergencies, fire drills, and safety communications effectively. 

• Problem solving skills including the ability to acknowledge and clarify inquiries, requests, or complaints to ensure that needs are identified, documented and addressed. 

• Ability to prioritize and manage multiple tasks simultaneously and with minimal supervision. 

• Enjoy working with students. 

REQUIRED EDUCATION AND EXPERIENCE: 

• Required: Vocational, Bachelor’s Degree. 

• Preferred: Master’s Degree. 

Preferred Qualifications: 

• Extensive experience in school-based auxiliary programs. 

• Valid First Aid and CPR Certification from an authorized agency. 

• Proficiency with CampBrain or similar program management software. 

• Proven track record of success in auxiliary program management. 

• Exceptional interpersonal and communication skills, demonstrating professionalism and empathy. 

• Detail-oriented with the ability to work both collaboratively and independently. 

This role requires a proactive and organized individual capable of managing multiple responsibilities within a dynamic educational environment. The Auxiliary Site Coordinator plays a crucial role in enhancing the overall experience and effectiveness of extended day programs. 

PHYSICAL REQUIREMENTS: 

• Standing and Walking: The job often involves extended periods of standing and walking, especially in school-based or community-based programs.  

• Lifting and Carrying: Coordinators may need to lift and carry materials, equipment, or supplies, potentially up to 40-50 pounds.  

• Use of Hands and Vision: The role requires the use of hands for tasks like operating office equipment, interacting with children or clients, and handling materials.  

• Communication: Regular communication with staff, parents, students, and other stakeholders is essential, requiring the ability to talk and hear clearly.  

• Other Physical Demands: Depending on the specific program or site, coordinators may also need to bend, stoop, kneel, or reach.  

• Specific Vision Abilities: The job may require close vision, distance vision, and the ability to adjust focus.  

• Work Environment: The work environment can vary, potentially including both indoor and outdoor settings, with potential exposure to weather conditions.  

WORK CONDITIONS: 

• Auxiliary Site Coordinator is a full-time exempt position.  

• It is expected that the Auxiliary Site Coordinator will be available to work during all hours as may be assigned by the school, as well as during other hours for events and activities. 

• Occasional extended hours required to include occasional evenings and weekends, as business need requires. 

• The Auxiliary Site Coordinator is expected to perform their job duties on campus, unless otherwise permitted by the Head of School. 

TRAVEL REQUIREMENTS: 

• Local travel between campuses and/or city limits, as necessary, to fulfill program requirements. 

COMPENSATION & BENEFITS: 

FXW offers a competitive salary and robust benefits program, commensurate with experience and consistent with independent schools. 

Expected compensation for this role includes a salary within the range of $48,000 - $58,000.  

If you believe you could excel in this role, we encourage you to apply. FXW is dedicated to fostering a diverse and inclusive workforce. 

Benefits include but are not limited to: 

• Medical 

• Dental 

• Vision 

• Life & Disability 

• Short –Term Disability 

• Long- Term Disability 

• Basic Life & AD&D 

• Voluntary Life & AD&D 

• Voluntary Benefits 

• Financial Wellness 

• FSA 

• Commuter Benefits 

• 403B Retirement Savings 

• Wellbeing & Balance 

• Employee Assistance Program (EAP) 

• Mental Health Resources 

Mission Statement: 

The Frances Xavier Warde School is a Catholic elementary school that delivers an excellent academic and values-based education in an urban environment. The school provides need-based scholarships to 30% of its students, fosters faith development, and encourages respect for all traditions. 

Non-Discrimination Policy: 

FXW is committed to attracting, recruiting, and retaining a diverse and exceptional team. The school does not discriminate based on race, religion, gender, sexual orientation, or other protected statuses and complies with all applicable laws. 

Learn More: 

Click here (HERE) to learn more about The Frances Xavier Warde School.  

To Apply: 

Interested and qualified candidates are invited to contact hr@fxw.org or visit fxw.org/careers.  

• A cover letter expressing their interest in this position. 

• A current résumé.