PERSONNEL MANUAL 2013-2014 Incarnate Word Academy
PERSONNEL MANUAL 2013-2014 Incarnate Word Academy 2920 South Alameda Corpus Christi, Texas 78404 (361) 883-0857 CONTENTS Introduction............................................................................................................................................. 4 Mission Statement .................................................................................................................................. 5 I. Philosophy of Education ...................................................................................................................... 6 II. History ................................................................................................................................................ 7 III. Organizational Chart .......................................................................................................................... 9 IV. Administrative Staff Extensions ....................................................................................................... 10 V. Procedures for Employment ............................................................................................................. 11 Equal Opportunity Employer Employment Qualifications Application and Hiring Procedures Introductory Period Keeping Records Current General Guidelines VI. Work Hours and Salary ................................................................................................................... 15 Hours of Work Time Cards Salary Benefits Workers Compensation Raises VII. Attendance and Punctuality ............................................................................................................ 16 Attendance and Lateness How to Report Absences Unavoidable Lateness Bad Weather Closings VIII. Evaluation and Warnings..........................................................................................................16-17 Evaluations Warnings IX. Employee Benefits .......................................................................................................................... 17 Paid Holidays Vacations Leave Funeral Leave Jury Duty Retirement Plan Family and Medical Leave Insurance Assistance 2 X. Classroom Aides ............................................................................................................................. 20 Salary Paid Holidays Sick Leave Personal Days XI. Termination of Employment............................................................................................................. 21 Reasons for Termination Severance Pay Resignation Staff Reductions or Terminations Reference Requests XII. Regulations and Procedures .......................................................................................................... 22 Safety Regulations Grievance Procedures Personal Visits and Calls Telephone Contact XIII. Ethical Standards for Business Office............................................................................................ 23 XIV. Professional Dress Code for Central Office Staff .......................................................................... 24 Forms ................................................................................................................................................... 26 Performance Review Policies ................................................................................................................................................. 27 Alcohol, Drug and Smoke Free Job Descriptions ................................................................................................................................... 28 3 INTRODUCTION TO PERSONNEL MANUAL FOR INCARNATE WORD ACADEMY EMPLOYEES IN CENTRAL OFFICE CLASSROOM AIDES FOOD SERVICES SCHOOL OFFICES This manual has been prepared for all Incarnate Word Academy employees listed above to enable us to deal as fairly and clearly as possible with personnel in work situations. We believe that these policies and procedures are necessary for the effective functioning of operations at Incarnate Word Academy. Incarnate Word Academy reserves the right to revise or discontinue the policies and services described in the Personnel Manual at any time. Questions regarding the interpretation of specific policy statements or their application in specific instances should be directed to the Business Office or to the President. This manual is not a contract of employment. All employees are at-will and can be terminated at any time with or without notice and with or without cause. 4 Our Vision To Become an Image of Christ Within Our Community. To extend the legacy of the Sisters of the Incarnate Word and Blessed Sacrament, as leaders, partners, and advocates for our students and the adults who serve them; and to provide a community where all may grow in Christian wholeness and bear witness to the presence and love of Christ among us. Our Mission To Reflect Jesus the Teacher. We form students in a loving and challenging environment where the individual gifts of every student are recognized, celebrated, and developed as a reflection of Christ. Our Core Values Faith: Belief in Jesus Christ, the Incarnate Word, and His message of love for the world Dignity: Respect for the worth of every person and for life in all its forms, with special concern for the poor Compassion: Love, concern, and understanding in service of life-long learning Integrity: Honesty, justice, and consistency in all relationships Dedication: The pursuit of high standards of performance among teachers, students, and the school community Gratitude: Acceptance, nurturing, and celebration of individual gifts and talents Service: Recognition of God’s blessings and commitment to sharing them with others in school, family, Church, and community. 5 I. PHILOSOPY OF EDUCATION ORIENTATION Inspired by the charism of the Sisters of the Incarnate Word and Blessed Sacrament, Incarnate Word Academy seeks to evangelize by proclaiming the Good News revealed in the mystery of the Incarnation. As participants in the Roman Catholic Church’s mission of Catholic education, our ministry serves students from a wide range of ethnic, economic, social and religious backgrounds. Our service is directed “toward bringing about a Christian wholeness in each person and a Christian unity among all.” (Constitutions, #81) IMPLEMENTATION In pursuit of this goal, Incarnate Word Academy holds God as the highest value and affirms the sacredness and dignity of each human person. Acknowledging parents as the primary educators within the domestic church (the family), we work in collaboration with them to foster in their children the fullness of life to which they have been called. Because we recognize the spiritual, intellectual, emotional, social, physical and creative gifts of each member of our community, we strive to nurture growth in students, parents and faculty/staff. In this way we can best provide a holistic education to challenge, assist and guide students in their personal development. APPLICATION In response to the call of Vatican Council II, Incarnate Word Academy seeks to create a faith community in which the following are provided for its members: the message of Christ as presented in Catholic doctrine and expressed in sound moral principles the opportunity to worship in liturgical celebration and to deepen personal prayer the experience of community through mutual support and conflict management the introduction into a life of service to facilitate discernment of vocation These concerns are directly addressed in the study of the Catholic faith through religion/theology classes and incorporated into the curriculum of all disciplines; they help focus student services and the school calendar. Incarnate Word Academy seeks to integrate Catholic faith and Christian values in the pursuit of quality education. Aware of the many aspects of human growth and development, all members of the staff assist students in developing a life stance that includes the following: the quest for a deepening personal relationship with God the knowledge of the rich treasury of the teachings of the Roman Catholic Church the nurturing of natural inquiry generating optimum cognitive learning the participation in social relationships based on respect and trust and expressed in honest communication and personal accountability the acquisition of healthy physical practices 6 II. Incarnate Word Academy History 1852 Sisters of the Incarnate Word and Blessed Sacrament come to Texas from France. 1871 Incarnate Word Sisters establish Incarnate Word Academy in Corpus Christi to teach academics, domestic arts, and sacramental preparation to girls in elementary through high school. 1885 Incarnate Word Academy moves into new building on Carancahua Street. 1926 Incarnate Word Academy is affiliated by the State Department of Education and the Catholic University of America. 1950 New Incarnate Word Convent built at present site. Kindergarten class opens in the basement of Incarnate Word Convent. 1951 Two kindergarten classes and a nursery class opened in convent basement. 1955 Incarnate Word Academy High School moves to its current site. 1958 Incarnate Word Academy receives its first accreditation from the Southern Association of Colleges and Schools (SACS). 1965 Incarnate Word Academy Primary School begins with kindergarten through third grade. Montessori program begins. 1967 Diocese of Corpus Christi school system becomes fully accredited by the Texas Education Agency (TEA). 1968 Incarnate Word Academy Elementary established as kindergarten to sixth grade. 1970 Incarnate Word Academy Junior High opens as a co-educational school. 1975 Incarnate Word Academy grades 9 through 12 become co-educational. 1986 Incarnate Word Academy High School completes its Science/Athletic wing. 1987 Incarnate Word Academy receives first accreditation from the newly established Texas Catholic Conference Education Department (TCCED) 1988 Office of the President is established. Incarnate Word Academy Junior High is reconfigured into a Middle School program, grades 6 - 8. Montessori Grades 1 - 3 are added. 1994 Incarnate Word Academy School Board is initiated. Montessori Grade 4 is added. 1995 Montessori Grade 5 is added. 1996 Incarnate Word Academy celebrates 125th birthday. 7 1997 Corpus Christi Academy students are relocated to Incarnate Word Academy. Incarnate Word Academy School Board adopts Strategic Plan. 1999 Installation of campus technology infrastructure is completed. 2000 Incarnate Word Academy School Board adopts Strategic Plan 2000. Incarnate Word Academy athletic field and covered pavilion are completed. 2002 Incarnate Word Academy Planned Giving Office is established. 2004 Incarnate Word Academy School Board adopts Strategic Plan 2004. 2005 New technology is installed at the high school. Incarnate Word Academy High School dedicates the Mother Patricia Gunning Gymnasium. Incarnate Word Academy Middle School establishes and dedicates new science lab in honor of Susan Ohnmacht. 2007 Incarnate Word Academy School Board adopts Strategic Plan 2007. Incarnate Word Academy hires a director for the initiation of a Campus Ministry Program. 2008 Incarnate Word Academy School Board receives the 2008 NCEA Award for Outstanding Board of Catholic Education. Incarnate Word Academy Elementary Level received Today’s Catholic Teacher “2007-2008 Catholic Schools for Tomorrow Award for Innovations in Education” for its Catechesis of the Good Shepherd Program. Incarnate Word Academy launches Parents Web. 2009 Incarnate Word Academy dedicates the Middle Level Kenedy Center for Math and Science. Incarnate Word Academy Communications Office is established. Incarnate Word Academy hires a Director of Curriculum. 2010 Incarnate Word Academy launches Angel eBrary. First Lay President was hired. 140th Anniversary of IWA was celebrated. Elementary Level Library Medial Resource Center opened. High School College and Career Guidance Center and Dual Credit Lab was inaugurated. 2012 Incarnate Word Academy School Board launches Enlighten, Inspire, and Strengthen Campaign. Advancement Audit was conducted. Mission Statement was adopted. 8 III. Organizational Chart 9 IV. INCARNATE WORD ACADEMY ADMINISTRATIVE STAFF 2012-2013 CENTRAL OFFICES: Charles D. Imbergamo President 883-0857, ext 175 [email protected] Audra DeLeon Assistant to President 883-0857, ext 175 [email protected] Crystalina Perez Chief Financial Officer 883-0857, ext 118 [email protected] Malcolm Smith Director of Campus Operations 883-0857, ext 172 [email protected] Debbie Diegel Accounts Manager 883-0857, ext 174 [email protected] Victoria Villarreal Receptionist/Business Office 883-0857, ext. 117 [email protected] ALAMEDA OFFICES: Connie Cadena Executive Director of Advancement 653-2500, ext. 100 [email protected] Kerri Craig Adv. Database Manager 653-2500, ext. 101 [email protected] Brittany Petrone Office Operations 653-2500, ext 102 [email protected] Amy Canterbury Alumni & External Relations 653-2500, ext. 103 [email protected] Sr. Martha Ann Snapka, Planned Giving 653-2500, ext. 106 [email protected] ELEMENTARY LEVEL: Rosario Davila Principal, Elementary Level 883-0857, ext 148 [email protected] Dottie Garcia Administrative Asst, EL 883-0857, ext 115 [email protected] Dianne Raska EL Counselor 653-2500, ext. 111 [email protected] MONTESSORI: Blanca Cummins Montessori Director 653-2500, ext. 107 [email protected] Monica Moore Administrative Assistant 653-2500, ext. 110 [email protected] MIDDLE LEVEL: Adolfo Garza Principal, Middle Level 883-0857, ext 113 [email protected] Crissie Suarez Administrative Asst, ML 883-0857, ext 113 [email protected] Mary Sierra-Lopez Dean of Students 883-0857, ext 144 [email protected] Sr. Agueda Oviedo, IWBS Campus Ministry, ML 883-0857, ext. 424 [email protected] Mimi Guajardo Campus Ministry, ML 883-0857, ext ??? CAMPUS-WIDE: Reynaldo “Gator” Garcia Athletic Director 883-0857, ext 166 [email protected] Lucille Snapka School Nurse 883-0857, ext 178 [email protected] HIGH SCHOOL: Mr. Jose Torres Principal, High School 883-0857, ext 129 [email protected] Darla Montano Asst. Principal for Curriculum & Instruction 883-0857, ext. 128 [email protected] Mitzi Witt Counselor 883-0857, ext 167 [email protected] Sandra Trevino Registrar 883-0857, ext 123 [email protected] Sr. Rosa Maria Ortiz Campus Ministry, HS 883-0857, ext 173 [email protected] TECHNOLOGY DEPT: Priscilla Ramos, Director Technology & Comm. 883-0857, ext 165 [email protected] James DeHoyos Computer Networking Technician 883-0857, ext 165 [email protected] Augie Garcia Multimedia Design Specialist 883-0857, ext ??? [email protected] Dominique Damian Web Content Associate/ Media Specialist 883-0857, ext. ??? [email protected] Marco Vasquez Database Specialist 883-0857, ??? [email protected] CONVENT Front Office 883-0857, ext 116 Sr. Michelle Marie Kuntscher Superior General 883-0857, ext. 119 [email protected] Sr. Juliane Kuntscher Secretary General 883-0857, ext. 150 [email protected] Sr. Mary Ann Korczynski Finance Director 883-0857, ext. 151 [email protected] Sylvia Reta Administrative Asst, HS 883-0857, ext 112 [email protected] Bea Reyes Treasurer General 883-0857, ext. 170 [email protected] JoAnn Garcia Attendance Officer 883-0857, ext 111 [email protected] Jody Kirshner Administrator 883-0857, ext. 143 [email protected] 10 V. PROCEDURES FOR EMPLOYMENT EQUAL OPPORTUNTIY EMPLOYER At Incarnate Word Academy, employees are hired and promoted on the basis of their qualifications and work performance, regardless of race, color, gender, age, national origin, disability, or religion. However, Incarnate Word Academy reserves the right to consider religion as a factor in certain hiring decisions to the extent allowed by law. EMPLOYMENT QUALIFICATIONS At Incarnate Word Academy we have definite but simple guidelines to judge a candidate’s qualifications for employment. Because we want the best possible working conditions and relationships, we look for the following qualifications for each employee hired: 1. Education or experience needed to perform the job effectively. 2. Ability and willingness to follow the work schedule with nominal direction or supervision. 3. Flexibility in adapting to a varied schedule and/or work schedule with nominal direction or supervision. 4. Willingness to work with others in a cooperative manner and for the good of the whole campus. 5. Willingness to understand the philosophy of the school and the work toward its goals. APPLICATION AND HIRING PROCEDURES The following procedures are typically followed in the application and hiring process: 1. Completion of employment application including employment history, qualifications, education, experience and references. 2. Interview by the President, Principal, and/or a Department Supervisor. 3. Signing of the Smoke Free and Alcohol/Drug Free Workplace policies. 4. Provision of information concerning type of work/job descriptions, salary, hours, effective date, and any other pertinent information. Before offer of employment, the applicant, who is hired will complete: 1. Federal Tax W-4 Form 2. Employment Eligibility Verification (I-9) Form 3. Drug Screening Form 4. Criminal Background Check Authorization 5. Employee Application Form Upon employment, the employee with complete within 30 days a. Creating and Maintaining Safe Environment Training In addition, the employee will be given: 1. A basic orientation on the organization’s history 2. A copy of Personnel Policies and Procedures/Handbook Further, in most instances, employees are given a basic orientation to the work area, employees, and work procedure. INTRODUCTORY PERIOD The first three (3) months of employment at Incarnate Word Academy will be considered an “introductory period.” Every effort will be made to assimilate and train individuals in the effective discharge of duties of the position. The introductory period provides supervisors and employees the opportunity to determine whether the position and employee are a suitable fit. Prior to the completion of the introductory period, the supervisor will evaluate the employee’s performance and indicate whether the employment will continue. Vacation, six, or personal days may not be used during the introductory period. Such days are reduced from employee compensation. 11 KEEPING RECORDS CURRENT It is important that employment records are kept up to date. The business office should be notified when there are changes. GENERAL GUIDELINES ATTITUDE Attitude is one of the most important attributes an employee can bring to the job. An employee’s responsibility to Incarnate Word Academy and to oneself is to do his/her best and to do it cheerfully. Attitude is revealed in the manner in which an employee responds to a request and the way the telephone is answered. If an employee’s attitude is positive, the results will be more productive. People will go out of their way to help such a person along. If an employee has a negative attitude, no matter how talented and ambitious, productivity and effectiveness will be diminished. Incarnate Word Academy encourages employees to develop a sense of loyalty and pride because of the very nature of the work he/she does in support of Catholic education. CONFIDENTIALITY Each individual granted access to data and information holds a position of trust and must preserve the security and confidentiality of the information s/he uses. Each employee, student, and parent in the school community has the right to both personal and professional reputation and privacy. All staff member have a responsibility to maintain professional standards by: - Establishing and maintaining relationships of trust and cooperation with co-workers; - Preserving the reputations of colleagues, administrators and those we serve; - Safeguarding the exchange of confidential information. LOYALTY Responsibility. Employees are responsible for supporting and enacting the school’s mission and philosophy, all school regulations, and administrative directives. Conflict and Disagreement. As a Christian community, we are not expected to be free of conflict. Rather, we are expected to process our conflicts without physical or emotional “bloodshed,” in an open, frank, and charitable manner. Disagreements between and among faculty or between faculty and administration should be expressed directly rather than becoming the fuel for gossip and back-biting. Criticism of other employees, school policies or administrative decisions to students, parents, or other outsiders is unprofessional and disloyal. The administration reserves the right to facilitate mediation between members of the school community when disagreements arise. KEYS Great care should be exercised in safeguarding school keys provided to faculty members. The loss or theft of keys, or their “disappearance and reappearance” should be reported to an administrator promptly. Keys must not be given to students. Lounges Usage. The Faculty Lounge is designated for the exclusive use of the faculty and staff. It is intended as a place for faculty to relax with one another and to prepare lessons. Students and alumni are not permitted into the room. 12 Neatness. In consideration to one another, the lounge should be kept neat and clean. Individuals must exercise responsibility for tidying-up after themselves: washing their own plates and utensils, cleaning off table, and counter areas after use, etc. HARASSMENT Incarnate Word Academy is committed to maintaining an academic atmosphere that is free from violence, personal abuse or any form of harassment and/or intimidation, where faculty, staff and students can work and study together comfortably. Incarnate Word Academy forbids any form of harassment, violence or intimidation occurring in the school, outside the school, or at school-sponsored events. Such conduct is immoral and illegal and will not be tolerated. It is forbidden to harass a student or employee through conduct or communication described in this policy. Harassment consists of unwelcome conduct, whether verbal, physical, and/or visual, that is based on a person’s gender, race, ancestry, national origin, age, physical disability, mental condition, marital status, veteran status, or citizenship status. Harassment can originate from a person of either sex against a person of the same or opposite sex, and from students or employees. Threats of violence and other abusive expressions, physical harassment, corporal punishment, use of inappropriate sexual words, actions or innuendos, and/or comments directed at a person’s gender are all inappropriate. Incarnate Word Academy will not tolerate harassing conduct that affects tangible job benefits, that interferes unreasonably with an individual’s work performance, or that creates an intimidating, offensive, or hostile environment, and violations will be treated as a significant disciplinary matter. Sexual harassment deserves special attention and is prohibited by Title VII of the Civil Rights Act of 1964 and Title IX of the Educational Amendments of 1972. Unwelcome sexual advances, requests for sexual favors, sexually motivated physical conduct, or other verbal or physical conduct or communication of a sexual nature constitute sexual harassment when any of these conditions exist: 1. Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment or education, 2. Submission to or rejection of such conduct by an individual is used as the basis of employment decisions or awarding of a grade, 3. Any conduct of a sexual nature is committed between an employee and a student, 4. Such conduct has the purpose or effect of unreasonably interfering with the individual’s work or educational performance or creating an intimidating, hostile or offensive work environment. Some examples of such behavior include (but are not limited to): Written contact – Sexually suggestive or obscene letters, notes, invitations, drawings or computer messages; Verbal contact – Sexually suggestive or obscene comments, threats, jokes (including jokes about racial and gender specific traits), foul or obscene language or gestures, any sexual propositions, sexual innuendo, comments about another’s body, or sexual characteristics which may be construed as embarrassing to another. Physical contact – Any intentional patting, squeezing, touching, pinching, brushing up against another’s body, assault, blocking movement, or coercing sexual intercourse. Visual contact – Suggestive looks, staring at another’s body, gesturing, displaying sexually explicit or suggestive or obscene objects, pictures, magazines, printed or visual material. Sexual blackmail – Sexual behavior to control another person’s actions. Incarnate Word Academy will quickly investigate all complaints, including formal or informal, verbal or written, of sexual harassment and will discipline any student or employee who is found guilty of sexual harassment. To the fullest extent practicable, complaints, investigations and terms of their resolution will be kept 13 confidential unless evidence indicates that a criminal investigation is warranted. In this case, information will be forwarded to the proper authorities. Any person who reports in good faith any behavior that he/she perceives as sexual harassment will be protected from retaliation of any type. Reporting procedures – Any person, who believes that he/she has been the victim of sexual harassment or sexual violence by a member of the Incarnate Word Academy community, or any person with knowledge or belief of such conduct, should report alleged acts, either orally or in writing immediately to the Principal. If the Principal is the individual who is believed to be harassing the employee/student, the employee/student should notify the President of Incarnate Word Academy who will conduct the investigation. If the President is the individual who is believed to be involved in harassing the employee/student, the Members of the Incarnate Word Academy School Board will appoint an individual to conduct an investigation. The school shall promptly convene a review panel of administrators and professional consultants to conduct an investigation to be completed as soon as practical. During this process, investigators will gather and document all relevant specific information, such as dates, times, places, witnesses (if any), and nature of misconduct, by: Interviewing the student(s) involved; Interviewing the suspected employee (if applicable); Interviewing any witness(es); Preparing or obtaining signed statements from the parties involved; Collecting and maintaining any relevant physical evidence, such as photographs, letters, e-mail correspondence, diary or journal entries, or presents; Referring the victimized student(s) for medical treatment or counseling when necessary; and Coordinating investigation with law enforcement officials when necessary. During the investigation, the investigators will make every attempt to keep the names of the parties involved and the nature of the investigation confidential. The investigators shall draft a report describing the steps of the investigation and summarizing the information gathered. This report shall be filed with the Principal / President within fifteen (15) days of the investigation’s completion. The results of the investigation of each report filed under this policy will be reported to the student(s) involved and/or parents, and the school employee in question, if applicable, by the Principal / President. If, after the investigation is complete, the Principal / President with the School Attorney’s assistance and advice determine that the suspected sexual misconduct constitutes child abuse, he/she shall report that conduct to the appropriate law enforcement officials, as required by state law. If the Principal / President has already notified the appropriate officials about child abuse, he/she shall report any additional information the investigation uncovers. Incarnate Word Academy considers acts of sexual harassment to be contrary to the Church’s teaching on the dignity of the human person. Consequently, the school will investigate all complaints promptly and aggressively. Where acts of sexual harassment are found, appropriate disciplinary action will be taken which may include warnings, parent conferences, suspension, or expulsion. False charges – Each person has the right to his/her good reputation. Anyone who purposefully does anything to damage the good reputation of another has committed a serious moral wrong. False and malicious complaints of sexual harassment (as opposed to complaints which, even if erroneous, are made in good faith, will result in appropriate discipline, up to and including expulsion. 14 IN-SERVICE DAYS Campus, Diocesan, or other in-service days are important for professional knowledge, understanding of campus culture, and building community among those in the school. All personnel are expected to be at the in-service days indicated by their respective supervisor. VI. WORK HOURS AND SALARY HOURS OF WORK It is the policy of Incarnate Word Academy to establish working hours as required by work load, needed services, and the best and most productive time for the job to be done. For year-round employees, the usual work week, consisting of forty hours, is Monday through Friday with one hour for lunch. There are many different jobs at Incarnate Word Academy requiring many different hours of work. An employee’s work schedule will depend on the department to which he or she is assigned and the particular job within the department. Every other Thursday the Food Services Personnel will be issued time sheets at the Cafeteria. On the time sheets they indicate their beginning and ending times for work daily. SALARY Advances Ordinarily, request for advance of salary will not be possible as such requests complicate the monthly review and reconciliation of payroll accounts. Any request for such consideration should be made in writing to the President. Changes to Payroll and Deductions Changes to payroll and deductions may only be made in writing during the time of insurance open enrollment. Requests at any other time must be made in writing to the Chief Financial Officer. Direct Deposit Incarnate Word Academy requires direct deposit of payroll. Information and coordination of direct deposit should be handled in the business office. Year-round Employee Year-round employees work on a monthly salary basis and receive their salary checks on the 16th of every month. If the 16th is a Saturday or Sunday, checks are deposited on Friday. Unemployment Compensation Employees of Incarnate Word Academy are not eligible to receive Unemployment Insurance benefits from the State of Texas as IWA is not required to participate in such insurance. RAISES Raises for employees are based on the quality and type of work done and given within the salary range. Raises are generally given at the beginning of the fiscal year - July 1 for year-round central office employees or at the start of the new school year for those employees who follow the school year schedule. Employees who have questions concerning salary should discuss their questions with the Business Office. Salary information is confidential and employees are required not to discuss their salaries with colleagues, clients, or competitors. Disclosing or discussing salary information/raises with an unauthorized employee is grounds for immediate termination. 15 VII. ATTENDANCE AND PUNCTUALITY ATTENDANCE AND LATENESS Employees are expected to report to work on time and to continue to work until the end of the day or the end of the scheduled shift. An unsatisfactory attendance report, frequent lateness, and long lunch breaks may be cause for discipline and/or termination. An employee’s attendance record may be a significant factor in evaluating him or her for raises and promotions, and could be important in deciding which employees services may no longer be needed. HOW TO REPORT ABSENCES Employees who know in advance they will be absent should notify their supervisor in writing or by email. If this is not possible, they should telephone the supervisor as early as possible on the first day of absence. After that, the supervisor should be called daily until the employee reports for work again. The supervisor will coordinate the continuation of normal activity within the department. The employee will be required to submit an absence report upon return to work. Reports are made electronically using www.iwacc.org/employee If the employee has not notified his/her supervisor for three workdays, Incarnate Word Academy will assume that the employee has left his/her job. UNAVOIDABLE LATENESS If an employee must be late for work, or needs extra time for lunch, he or she should clear this with the supervisor. It is understandable that lateness cannot be avoided sometimes. An employee who comes in late should report directly to the supervisor or explain what happened. If the supervisor is not available the employee should report to the department administrative assistant. Ordinarily, lateness will be required to made up at the end of the shift on that day or some other time during that week as coordinated by the supervisor. Lateness from work of more than one hour may qualify as a half-day absence. BAD WEATHER CLOSINGS If the school is closed because of bad weather, custodial and maintenance employees are expected to come to work. If an employee cannot come to work due to flooding, lack of transportation or some other serious reason, he or she should notify the supervisor. Notifications will be sent through online or electronic alerts systems, emails, calls, or another other avenue available for such notice. VIII. EVALUATIONS AND WARNINGS AT WILL EMPLOYMENT Ordinarily, individuals are employed in Texas in an “at-will” relationship for an indefinite period of time. If an employee does not have a written contract with IWA then that employee is an “at will” employee. IWA may exercise discretion to terminate the employment relationship with a non-contract employee. Similarly, employees who do not have a written contract for a term may terminate the employment relationship with IWA. This handbook does not modify the “at will” employment nor create a contract of employment with any employee. EVALUATIONS In general, each full-time employee is evaluated annually. This performance review provides an opportunity for supervisor and employee to explore mutually the work situation. In most instances, the following procedures 16 are followed. The employee will fill out a self-evaluation form. The immediate supervisor will use the selfevaluation and add any observations. The supervisor will fill out an evaluation form, give a copy to the employee, and meet with him or her to discuss the evaluation. These evaluations affect promotions and raises. If an employee believes the evaluation is unfair, he or she may appeal to the President and CEO to discuss the situation. WARNING Generally an employee whose work or conduct is below standard will be warned. The following policy of progressive warnings may be used in some circumstances. However, Incarnate Word Academy reserves the right to modify this policy based on individual circumstances and reserves the right to terminate an employee without warning. An employee, whose work appears below standard, may receive a first, or oral warning, from a supervisor. If, after an appropriate amount of time, the performance still remains unsatisfactory a written warning may be issued. After an appropriate amount of time the supervisor will notify the President and CEO regarding the work performance of the employee and make recommendation for continued employment or termination. If the employment is to be terminated, the President and CEO will make the final decision. Copies of the report will be available to the employee and the employee may request a meeting with the supervisor if he/she wishes to discuss the report(s). The employee may also request a meeting with the President and CEO after the warning has been issued. RULES OF CONDUCT AND CORRECTIVE ACTION Groups of people who are working together for any purpose require certain guidelines pertaining to their conduct and relationships. Accordingly, our employees must be aware of their responsibilities to Incarnate Word Academy, their co-workers. When a supervisor believes it would be appropriate or useful, corrective action may be used to address performance, attendance or other problems. Corrective action may include but are not limited to: verbal or written warning, Employee Growth Plan, suspension and/or discharge of employment. Factors which may be considered in determining whether to use corrective action and the appropriate level of corrective action may include the nature and seriousness of the infraction, the past record of the employee, the circumstances surrounding the matter, and/or the impact of the conduct on the employee’s department. Incarnate Word Academy retains the discretion at all times to determine when to use corrective action and the level of action to take. EMPLOYEE ON ADMINISTRATIVE LEAVE The President and CEO has the right to place an employee on administrative leave for a time as judged necessary by the President and CEO. IX. EMPLOYEE BENEFITS PAID HOLIDAYS All employees will be given the following paid holidays annually: Labor Day (Sept. 2nd) Thanksgiving Holidays (Nov. 27th-29th) 17 Christmas Eve (Dec. 24th) Christmas Day (Dec. 25th) Day after Christmas Day (Dec. 26th 27th (bonus day)) New Year’s Eve (Dec. 30th (bonus day) 31th) New Year’s Day (Jan. 1st) Martin Luther King, Jr. Day (Jan. 20th) Good Friday (April 18th) Easter Monday (April 21st) Memorial Day (May 26th) Independence Day (July 4th, 2014) School Secretaries The work schedule and work load will determine how many additional days will be granted at Easter and Christmas and during the Fall and Spring Breaks. These days may not exceed two (2). They will, however, be at work on the following days: In-service Days, Days of Early Dismissal (stay until regular time), and through the summer months. Time for vacation will be determined with the respective Principal, allowing for the proper coverage of the offices during the summer. The school offices are not permitted to close down during the summer. Personnel in the Central Offices The work schedule and work load will determine how many additional days will be granted at Easter and Christmas and during the Fall and Spring Breaks. If bonus days are given elsewhere in the schedule, staff may be required to take vacation days. Maintenance Staff The work schedule and work load will determine how many additional days will be granted during the Fall and Spring Breaks, these days may not exceed two (2). VACATIONS (July 1-June 30) Full-time, year-round employees are entitled to the following paid vacation time: Two days (2) after the introductory period of three months Five days (5) after twelve months of service Ten Days (10) after two years of service Fifteen Days (15) after six years of service if hired before July 2010. Employees will schedule their vacations with their supervisor in advance to give sufficient time for planning the vacation schedule. Vacation slots are filled on a first-come, first-served basis. LEAVE Employees who have worked at Incarnate Word Academy who have completed the introductory period are entitled to three (3) sick or personal days. After one year of employment, the employee may take a maximum of ten days sick leave or personnel days with pay annually. These days are not cumulative and do not carry into the next fiscal year. All employees should use the electronic form to request anticipated leave or to report leave taken upon the return to work: www.iwacc.org/employee. Vacation, sick leave and personal days are not cumulative if not taken within the fiscal year (July 1 – June 30). Part-time employees will be granted holidays, vacations, sick leave and personal days on a pro-rated basis according to the number of hours routinely worked based on 40 hours. FUNERAL LEAVE Funeral leave is approved when a death occurs in the immediate family of an employee. For the purpose of this policy, immediate family includes a spouse, parent, child, brother, sister, grandparent or other relative with 18 whom the employee lives. A maximum of two days, with pay, will be allowed in the event of death in the immediate family of full-time employee. Part-time employees will be granted funeral leave on a pro-rated basis according to the number of hours routinely worked based on forty hours. Funeral leave without pay may be granted for deaths of other relatives and friends. Some circumstances may warrant special consideration. Such consideration may be requested in writing to the President and CEO of the Academy. JURY DUTY Time required for jury duty is given in addition to normal leave time. An employee is expected to work on days when the jury is not in session. No deductions will be made from the employee’s salary. Leave with pay will be granted for jury duty, upon presentation of appropriate documentation. RETIRMENT PLAN: 403 B Retirement Plan Eligibility: Employees who work 30 hours or more are eligible for the plan Employee Contributions: All eligible employees may make contributions through payroll tax deduction immediately. Employer Contributions: Incarnate Word Academy provides a discretionary contribution (equal percentage for all employees) to a 403B Retirement Savings Plan with Christian Brother Retirement Services account for any employee who works 30 hours or more and has worked at IWA for at least three (3) years. Generally, a participant may voluntarily contribute an even percentage point from 1% to 100% of pay into the Plan offset by any employer contribution to this Plan or any other defined contribution plan. The maximum salary deferral in one year is set annual by the IRS. Plan participants should contact Christian Brothers Investment Services for the annual maximum contribution allowed by the IRS. FAMILY AND MEDICAL LEAVE Incarnate Word Academy, in compliance with FMLA regulations regarding employment, provides full-time employees are given up to twelve work weeks of unpaid leave under the following circumstances: 1. 2. 3. 4. Because of the birth of a son or daughter and in order to care for such son or daughter Because of the placement of a son or daughter with the employee for adoption or foster care In order to care for a spouse or a son, daughter or parent of the employee, if such spouse, son, daughter or parent has a serious health condition Because of a serious health condition that makes the employee unable to perform the functions of the position of such employee To be eligible for leave, the employee must have been employed by Incarnate Word Academy for at least 12 months and must have worked at least 1,250 hours during those twelve months. When foreseeable, the employee will provide Incarnate Word Academy with at least 30 days’ notice in writing before leave is expected to commence. The employee will need doctor’s orders stating the need for an extended leave from work and may need certification from a health care provider for leave taken because of a serious health condition of the employee, or the son, daughter, spouse or grandparent of an employee. Leave can be taken in a block of time up to 12 weeks in a 12 month period. Leave may be taken intermittently or on a reduced leave schedule if Incarnate Word Academy agrees. Further, if the employee requests leave on an intermittent or reduced leave schedule, Incarnate Word Academy may request that the employee transfer temporarily to an available alternative position that has equivalent pay and benefits and better accommodates recurring periods of leave than the employee’s regular position. 19 After the leave expires, the employee will be restored to the same position or to a position that is equivalent, offering the same benefits, pay, terms and conditions upon return from leave. (FMLA of 1993) Sick leave, vacation leave or personal leave will be exhausted before an employee on extended leave will be placed on excused leave without pay. FEDERAL TAX WITHHOLDINGS For all employees, payroll deductions are made for Federal Income Tax and Social Security. A portion of health insurance is paid by Incarnate Word Academy for full time employees who choose one of the two plans offered. Incarnate Word Academy participates in the federal Social Security/Medicare program, and it makes the required employer contributions to the program on behalf of each employee. Each employee shall have deducted from his/her paycheck his/her share of the Social Security/Medicare payment. INSURANCE ASSISTANCE To assist employees in obtaining or continuing health insurance coverage, Incarnate Word Academy subsidizes payments of monthly premiums of full-time employees. The monthly contribution is made by the Business Office to the health insurance provider. Employees who choose not to accept this assistance are asked to sign a waiver, releasing Incarnate Word Academy of obligation to provide the insurance subsidy. TUITION REDUCTION FOR CHILDREN OF STAFF Children of staff members at Incarnate Word Academy will receive reduced tuition as fixed by the President and CEO and the Finance Committee. All other fees and remaining tuition must be paid according to school policy. A staff member with financial need may apply for additional financial assistance according to the school process. WORKERS COMPENSATION In accordance with Texas Law, the Academy provides insurance coverage for on- the-job injury. All employees of the school come under the provision of the Workers Compensation Insurance Program. All employees are required to report job related injuries to the school principal immediately after the occurrence, if at all possible. All Premiums are paid by Incarnate Word Academy. X. CLASSROOM AIDES SALARY Classroom Aides work on a monthly basis and receive their salary checks on the 16th day of each month. If the 16th is a Saturday or Sunday, checks are deposited on Friday. For all employees, payroll deductions are made for Federal Income Tax, Social Security, and where requested, health insurance. PAID HOLIDAYS Classroom Aides will have the following paid holy days and holidays: Labor Day, Thanksgiving holidays, Holy Thursday, Good Friday, Easter break, and Christmas holidays and the Spring and Fall breaks, or any day 20 classes are not in session (in consultation with the Administration). They will, however, be at work on the following days: In-service days, days of early dismissal (stay until regular time), and any other designated days by the Elementary Principal and Montessori Director. SICK/PERSONAL LEAVE Classroom Aides who have worked at Incarnate Word Academy for at least one year may take a maximum of ten (10) days sick or personal leave with pay annually. Employees in the probationary period (3 months) may not take any paid sick or personal leave. After the probationary period the teacher aide may take a maximum of three (3) sick or personal days. These days are not cumulative if not taken within the fiscal year. XI. TERMINATION OF EMPLOYMENT REASONS FOR TERMINATION Employees may be terminated with or without notice and with or without cause at any time. The following is an exemplary list of potential reasons for termination. They should not be considered all-inclusive as there may be other reasons for termination. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Unsatisfactory work Frequent lateness or absences without acceptable reason Leaving work early without authorization Sleeping on duty Discourtesy or disrespectful conduct towards supervisors, staff, students, visitors or co-workers Taking food, supplies, or other items without permission Theft or unauthorized removal of property from the premises Fighting or provoking a fight Use of drugs and/or alcohol Destruction or abuse of property Falsifying school or employment records Use of illegal, immoral or indecent conduct or language Possession of narcotics or weapons on the premises Insubordination Violation of any provision of this Personnel Manual Any other reason that the supervisor believes to be important, or for no reason at all SEVERANCE PAY Severance pay may granted to an employee who has been laid off or terminated because his or her service is no longer needed. If an employee is terminated for poor attendance, incompetence, or other reasons where he or she is clearly at fault, severance pay is generally not given. Severance pay may be considered and granted at the discretion of the President and CEO. RESIGNATION Administrative and professional employees are requested to give at least one month’s notice of resignation. Others are requested to give at least two weeks’ notice. Benefits and other financial matters are adjusted to an exit interview and given in all terminations. Upon job termination all properties belonging to the employer (keys, job-related equipment, etc.) are returned to the supervisor/department head before the final pay check is released. STAFF REDUCTIONS OR TERMINATIONS When reductions in personnel are necessary, affected employees will normally be given the same notice expected them upon resignation. Payment of salaries for the period involved may be made in lieu of notice. 21 REFERENCE REQUESTS Letters of recommendation may be given upon termination. Requests for reference information must be sent to the Business Office directly from prospective employers. The Business Office will release only employment dates, location, and position title to prospective employers. If additional information is needed a release of information authorized and signed by the employee must be provided. XII. REGULATIONS AND PROCEDURES SAFETY REGULATIONS Employees are encouraged to follow basic rules of safety appropriate to large work areas for the health and protection of themselves, their colleagues, and all on campus. The following are illustrative of common sense safety precautions that should be followed. 1. 2. 3. 4. 5. Take care of or report the following unsafe conditions: a. wet and slippery floors b. equipment left on corridors c. use of defective equipment Handle all equipment carefully and responsibly and report all equipment which is not working properly and all breakages. Never operate electrical equipment with wet hands. Do not try to lift and/or carry anything heavy by yourself. Ask for assistance. Report all accidents to the supervisor immediately. GRIEVANCE PROCEDURES If an employee has problems or complaints about job conditions or colleagues, he or she should bring the matter to the attention of the supervisor. If the supervisor cannot resolve it and the employee remains dissatisfied, he or she may submit the grievance in writing to the President and CEO. PERSONAL VISITS AND CALLS Personal telephone calls and visitors during work hours should be limited to emergency situations. Relatives and friends of employees should refrain from visiting during work hours as it may also interfere with other employees’ work. SOCIAL MEDIA Employees assigned to monitor or conduct Academy business on social media sites are doing so as a function of employment. Employees should avoid accessing or commenting on social media sites during work hours. Unauthorized employees must never comment or be involved in comment threads to clarify, defend, or dispute school business on social media sites. CELL PHONES Engaging in personal cell phone call during work hours should be avoided, reserving such communication for emergencies only. Texting or messaging during meetings and other Academy events in unprofessional and should be avoided. TELEPHONE CONTACT Telephone contact may be the only contact some people have with Incarnate Word Academy. It is therefore very important to answer quickly and cordially, beginning the call with good morning or good afternoon and announcing the department or name of the responding person. All calls should be returned the same day or upon the employees return to work. 22 COMPUTER SYSTEMS/MONITORS Professional computer systems are intended for professional/school use. Personal use of school technology may occasionally be necessary: (i.e. checking a personal bank statement, tracking a medial prescription, emailing a travel itinerary, etc.) Use of computer systems for games, web-surfing, shopping, etc. should be avoided when employees are “on-duty” during employment hours. Computer monitors and others systems at desks and counters throughout the school should not be easily visible by visitors and guests. If the set-up of the office does not permit, the screen should be minimized during meetings. XIII. ETHICAL STANDARDS FOR BUSINESS OFFICE Incarnate Word Academy is committed to conducting all business in an ethical and moral manner and utilizing procedures and standards that are congruent with current established financial policies and procedures. The Business Office is headed by a Chief Financial Officer. Treasurer report to the Chief Financial Officer. The Treasurer and Assistant to the The Chief Financial Officer is directly responsible to the President and CEO of Incarnate Word Academy. In addition to the Chief Financial Officer, the School Board of Directors shall establish a Finance committee whose membership will be determined by the School Board of Directors. A code of conduct is applicable to all staff and they are responsible to comply with this code in all of their business practices, procedures, decisions, transactions and interactions with people with whom they come in contact. Rules, Regulations, Laws All rules, regulations and laws applicable to the business office shall be adhered to without compromise or exception. This includes internal rules, regulations and State and Federal laws and regulations. Honesty Financial decisions shall be made with sufficient information to make an accurate, informed and honest decision, so as to be above reproach. Gifts and Additional Compensation No member of the Incarnate Word Academy business office shall accept gifts or additional compensation for any service and no one shall be given preferential treatment in the bid or purchasing process. A minor courtesy is acceptable. Confidentiality The financial records are confidential and not to be shared with anyone except authorized individuals. This includes confidentiality of written records or verbal or electronic communication. Care should be taken that financial records are secured to insure privacy. Records may be subject to subpoena by courts and will be relinquished after discussions with counsel. Expenditures All expenditures shall have a receipt or other adequate documentation to verify payment, as outlined by Incarnate Word Academy. All purchases should be made to insure best value for monies expended. Items or services beyond $5,000 will require that a bidding process be initiated and presented to the finance committee. 23 Hiring Practices and Employee Treatment Hiring procedures shall be applied equally to all applicants. All finance office employees shall be treated with respect and dignity. Discrimination based on gender, age, religion, ethnic background, nationality or color will not be tolerated. Salary increases are based on performance. Availability of Records Records should be up to date and available upon request to the President and CEO of Incarnate Word Academy and the chairman of the finance committee within a reasonable time frame. Audits Audits shall be conducted occasionally or upon the request of the President and CEO of Incarnate Word Academy. Audit deficiencies shall be corrected expediently. Deposits Limited money should be available in the business office. Deposits should be made daily and accounts balanced and reconciled on a monthly basis. Unprofessional Practices Employees shall not make or assist in making in any false record or communication of any kind, whether internal or external, including, but not limited to: False expense, attendance, financial or similar reports and statements False advertising, deceptive marketing practices, or other misleading representations. Responsibility to Report Employees who have a responsibility to report any incident or activity that is inconsistent with the Ethical Standards for the Business Office. Reports and concerns should be addressed to the immediate supervisor or to the Office of the President and CEO. XIV. Professional Dress Code for Central/Business Office Staff Men Male staff members are required to wear dress slacks or khakis, polo or collared dress shirt that buttons down the front and is tucked into the trousers, socks, and dress shoes. Shirts may have only the collar button unbuttoned. Neatly trimmed beards and mustaches are permitted; otherwise, male staff should be clean. Prohibited: Ponytails Denim attire of any kind in any color except on spirit days Cargo pants Athletic shoes except on spirit days Sandals of all types Earrings and visible body piercings Visible tattoos Women Female staff members may wear dresses, skirts, or full-length pants, and blouses or polos in styles which convey a professional and business-like appearance. Necklines should be modestly designed. Dress shoes must be worn at all times; this includes the option of open-toed dress shoes. 24 Prohibited: Dresses/skirts that are too tight, too revealing, or too short Low-cut, clingy, tight-fitting, or transparent clothing Sleeveless blouses/dresses unless covered with a sweater or jacket Shorts and culottes Cargo pants Denim attire of any kind in any color except on spirit days Stirrup, form-fitting, and/or stretch pants and leggings Athletic shoes except on spirit days Flip-flops and beach-style footwear Visible tattoos Visible body piercings except for earrings All staff members should select apparel, fragrances, jewelry, and hairstyles that do not detract from a professional image. When in doubt, select a traditional, more conservative professional look that is consistent with the mission of Incarnate Word Academy. Be neatly groomed: Wear freshly-pressed clothing. Clean fingernails and hands. Shampoo and style hair. Polish and shine shoes. 25 Self Evaluation Form Incarnate Word Academy Evaluation of ____(YOUR NAME HERE, YOUR JOB TITLE)____ A. What do you consider the most important areas of your work? B. What would you consider to be your main accomplishments in the past year, particularly with respect to your chief areas of responsibility (see job description)? C. What strengths/gifts have you brought to the performance of your responsibilities? D. In the interest of improving your job effectiveness, what limitations or concerns would you wish to address going forward? E. What goals would you set for yourself in the coming year? 26 ALCOHOL, DRUG-FREE AND TOBACCO WORKPLACE POLICY AND ACKNOWLEDGMENT FORM Incarnate Word Academy School prohibits the unlawful manufacture and unauthorized distribution, dispensation, possession, sale or use of inhalants or illegal drugs and alcohol by any employee on the school premises, school businesses, in school supplied vehicles or during working hours. Employees shall not engage in off-duty alcohol consumption, which impairs the ability to perform their duties efficiently and safely while on the job. Incarnate Word Academy prohibits the misuse of prescription drugs. Smoking will be strictly prohibited within school owned or leased buildings including but not limited to: offices, hallways, waiting rooms, restrooms, lunch rooms, elevators, meeting rooms, in school supplied vehicles and all community areas. This applies to visitors as well. All applicants will submit to and pass a pre-employment drug test. The school reserves the right to institute a postemployment drug testing. Applicants must sign, prior to testing, an approved form consenting to the test and permitting the release of the test results to Incarnate Word Academy. Incarnate Word Academy does not sponsor any alcohol, drug abuse education, drug treatment/assistance, smoking cessation or rehabilitation programs. Catholic Charities is available for assistance in these areas. More information on drug rehabilitation programs under the Blue Cross Blue Shield of Texas health plan may be obtained thru Blue Cross Blue Shield. Violations shall be just cause for disciplinary action, up to and including termination of employment. Refusal to submit to or cooperate with this policy shall be ground for disciplinary action, up to and including termination of employment. PROCEDURES FOR TESTING: Within 24 hours of signing this form, new employees are to report to Quest Diagnostics, 3133 South Alameda, (884-5375), anytime between the hours of 10:00 a.m. and 4:30 a.m. A urine sample will be obtained at that time for screening. I hereby acknowledge that I have read and understand the above guidelines and will comply with these during my employment with Incarnate Word Academy. ____________________________________ Signature of Employee ___________________________ Date ____________________________________ Social Security Number ___________________________ Date of Birth 6.03.2012 27 JOB DESCRIPTIONS Accounts Manager Administrative Assistant to Principal Administrative Assistant - Montessori Advancement Associate: Alumni & External Relations Advancement Associate: Office Operations Advancement Associate: Planned Giving Advancement Database Manager Assistant to Montessori Director Assistant to President and CEO Assistant Principal for Curriculum & Instruction Attendance Officer & Athletic Department Assistant Business Office Assistant (formerly Receptionist) Chief Financial Officer Computer/Networking Specialist Custodian Database Specialist Director of Campus Operations Director of Technology & Communications Elementary Teacher Aide Enrollment Data Manger Executive Director of Advancement Food Services Manager Food Services Worker Health Coordinator Maintenance Foreman Maintenance Worker Montessori Director Montessori Teacher Aide Multimedia Design Specialist President and CEO Principal Registrar (High School) Web Content & Media Relations Specialist 28 JOB TITLE: ACCOUNTS MANAGER JOB SUMMARY: The Accounts Manager will perform business duties as directed by the Chief Financial Officer and/or the President including payroll and tuition records, bookkeeping, paying bills, making financial reports and keeping accurate accounts of current funds in each bank. JOB DUTIES: 1. Records receipts for operating account, plant fund, accounts payable and accounts receivable on a monthly basis. 2. Prepares and distributes checks for expenses in consultation with the Business Manager. 3. Prepares payroll information for SCCI, keeps up-to-date records on all employees, and makes necessary tax transactions and reporting. 4. Reconciles bank statements with transaction sheets. 5. Supervises financial correspondence with parents, vendors, etc. 6. Handles all correspondence with School and Student Service. 7. Supervises all financial aid, work study and scholarship information for student records. JOB REQUIREMENTS: Education: High School Diploma and training in Microsoft Office 2010, school-specific software related to database and financial management including CYMA, SSSI, FACTS, RenWeb. Experience: Minimum one year experience in bookkeeping and accounting Knowledge: Working knowledge and skill in bookkeeping, accounting and data processing Working Conditions: Indoors with computers, calculators and office materials communicating in person and on phone with parents 29 JOBTITLE: ADMINISTRATIVE ASSISTANT TO PRINCIPAL JOB SUMMARY: Duties of the Administrative Assistant to the Principal include record-keeping, filing, typing, operating office equipment, coordinating special school activities and maintaining effective public relations with the school community and other publics. JOB DUTIES: 1. Types letters, reports and documents. 2. Does routine filing. 3. Operates office equipment—copiers, word processors, computers. 4. Performs receptionist duties—answering the telephone, taking messages, greeting visitors. 5. Maintains office supplies and attends to general office orderliness. 6. Does typing, printing, and layout for principals' newsletter each month. 7. Carries out routine administrative duties and functions of the principal's office (e.g., maintaining records—attendance, registration, etc.; scheduling appointments, conferences and interviews; issuing teaching supplies). 8. During the summer months is available to prospective new students and their families for information concerning their acceptance at IWA. 9. Coordinates special school activities. 10. Performs other duties as assigned. JOB REQUIREMENTS: Education: High School Diploma or GED Experience: One year experience in office operations and clerical and secretarial work Knowledge: Working knowledge and skill in office management, secretarial etiquette, good communication and office practices and ability to maintain effective working relationships with other school personnel, students, parents and the general public Working Conditions: Indoors in an office environment following a regular schedule with varied tasks, working with office equipment and relating to the school community. 30 JOB TITLE: Administrative Assistant – Montessori Program The Administrative Assistant is a full time position that reports to the Montessori Director and is responsible for the organizational functions of Montessori Program including managing the general office duties of the school, organizing and maintaining data and records, managing the communication of school activities to parents and staff, and supervising the office equipment and inventory to ensure organizational effectiveness and efficiency. The Administrative Assistant will work in partnership with the Montessori Director to provide leadership for students, parents, staff, and community members in the administrative office of the Montessori Program. RESPONSIBILITIES Professionalism • Confidentiality - Personal trust and capability of keeping highly confidential information with sensitivity to public relations. • Public Relations – Acting as a professional representative of the school. • Facilitating professional, respectful and harmonious relationships among the members of the staff, administration, and IWA community. • Learning – Strives to understand and educate herself on the Montessori Method of education, and the Charism of the school. Office management/facilities • Maintain office services. • Performs receptionist duties. • Organize office operations and procedures to maximize efficiency. • Produce mass mailings for things such as, reenrollment and back to school communications. Data management and organization • Manage correspondence. • Ensure filing systems are maintained and up to date. • Implement procedures for record retention for staff and student records. • Ensure protection and security of files and records. Accounting • Maintaining expense records for the Montessori Program • Respond to parents regarding tuition payments or concerns. Communication • Works in conjunction with the Montessori Director to serve as the front line team interacting with parents, prospective families, licensing agencies, and others. • Coordinate and communicate information and activities among staff, committees, parents and any other groups within the organizational structure as directed by the Montessori Director. • Works to assure a pleasing atmosphere for visitors, members and staff. • Ensures master calendar for all school activities is updated and maintained. • Ensures accurate records of enrollment, incident reports, accident reports, and other are generated and maintained. • Answer phones and coordinate emails to staff. 31 Enrollment management • Assists Montessori Director with enrollment efforts. Supplies and Inventory • Maintain and replenish inventory and anticipate needed supplies for the Montessori Program. • Supervise the management and maintenance of all office equipment. Perform other related duties as required QUALIFICATIONS • • • • • • • • • • One year experience in office operations and secretarial work. Personal trust and capability of keeping highly confidential information with sensitivity to public relations Consistent record of attendance and punctuality. Proficient with Windows operating system, Microsoft Word, Excel, Web and data base expertise, preferably Renweb and MRX. Demonstrated organizational skills and the ability to work independently and communicate effectively with teachers, staff, parents, licensing agents, and others. An ability to maintain effective working relationships with school personnel, students, parents, and the general public. Proven knowledge of office procedures. Qualified to be in the classroom Ability to efficiently perform multi-task projects for multiple people. High School Diploma required, college experience preferred. 32 JOB TITLE: ADVANCEMENT DATABASE MANAGER SUPERVISOR: Executive Director of Advancement JOB SUMMARY: The Advancement Database Manager provides administrative database management and technical support to the department in the areas of constituency management, gift reporting, prospect identification, cultivation, solicitation, donor recognition and tracking. RESPONSIBILITIES: 1. Raiser’s Edge and Researcher’s Edge a. Functional: i. Inputs, verifies, organizes, presents, and analyzes data stored in the department’s database ii. Maintains the database to ensure all gift information is accurate and current iii. On a regular basis, accurately processes and codes all gift receipts and acknowledgments per department policy. Tracks outstanding annual and campaign pledges, monitors pledge payment activity and reminders, and regularly reports activity to the Executive Director and appropriate team members iv. Processes family information and a variety of other forms or documents by resolving inconsistencies and reviewing data for errors using standard data entry procedures v. Works closely with the schools’ registrar office to ensure all student family information is accurate and up-to-date on new and existing families vi. Audits and confirms accuracy of data and lists vii. Provides statistical data to assist in monitoring fundraising activities, creates new lists as directed to proactively meet advancement needs, and prepares routine and special queries for reports and event assessment b. Technical: i. Acts as a liaison with software providers as assigned for the purpose of resolving problems and meeting user needs and administrative objectives ii. Assists in the testing of application updates, enhancements and changes for the purpose of ensuring that assigned applications and related systems function appropriately meet user and administrative objectives iii. Coordinates database activities (e.g. security, upgrades, populating, refreshing, repairing database systems, access rights, etc.) for the purpose of ensuring data accuracy and availability and monitoring compliance with school policies and security procedures iv. Acts as the primary department contact with software provider and technology department v. Serves as a technical resource to department and President’s Office for the purpose of providing information and/or assistance on the efficient and effective use of database 2. Other a. Accepts other responsibilities and performs duties as assigned SKILLS: Demonstrates through education, training, and previous work experience the following abilities and skills: 33 Must be proactive and have the ability to be a self-starter Required to perform multiple, highly complex, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions Required to read technical information, compose a variety of documents, and/or analyze situations to define issues and draw conclusions Knowledge of relational databases (preferably Raiser’s Edge), record structures, and current generation database design methodology including operating systems, protocols, report generators, and query Computer skills in word processing, spreadsheets data entry, and database management Gather, collate, and/or classify data Communicate with persons of varied technical knowledge and backgrounds Establish and maintain effective working relationships, working as part of a team, adapting to changing priorities; and applying logical processes and analytical skills Possess strong interpersonal communication skills, judgment, and discretion with confidential information Ability to multi-task, work in a fast-paced office and work with multiple priorities and deadlines with accuracy Excellent verbal and written communication skills WORKING CONDITIONS: Full-time, permanent position, Monday - Friday, 8:00am – 5:00pm Occasionally, time will be required for night and weekend meetings and events 34 JOB TITLE: ADVANCEMENT ASSOCIATE: OFFICE OPERATIONS SUPERVISOR: Executive Director of Advancement JOB SUMMARY:The Advancement Associate: Office Operations provides administrative support to the department, interfaces with all departments within the school, constituencies and outside organizations, and coordinates special events and volunteer service. JOB RESPONSIBILITIES: 1. Advancement Operations a. Serves as staff support for Advancement Committee (Prepares donor correspondence; obtain RSVPs, set up meetings, etc.) b. Serves as staff support to Major Gifts, Alumni, and Planned Giving Offices c. Composes drafts of correspondence to parents, donors, and volunteers as directed d. Maintains stock of office supplies e. Schedules routine maintenance of office equipment f. Manages content on Advancement section of the website g. Maintains private foundation files and manages grant deadlines. Works directly in researching, preparing and submitting applications and necessary follow-up h. Assists in research of potential donors and prepare fundraising prospect profiles, creates new prospect files, and updates and maintain all prospect files i. Works closely with publications and communications departments, and printing agency on creation of print material (invitations, school magazines/newsletter, annual report, etc.) j. Coordinates work orders for department (technology, maintenance, etc.) k. Serves as liaison between Advancement Office and parent organizations to coordinate accurate reporting and distribution of fund raising activities l. Assists in the roll-out of all special events, committee meetings, meeting arrangements, etc. 2. Special Events a. Coordinates, plans, and executes all events organized through Advancement Office, including the identification, training, and management of volunteers i. Major Donor Appreciation Dinner ii. President’s Circle 1. Annual Fund Launch Party 2. Appreciation Luncheon iii. Scholarship Donor Appreciation Luncheon iv. Thankathon v. Breakfast with the President vi. Donor Appreciation & Grandparent Mass vii. Volunteer Appreciation Event b. Assists with identification and coordination of invitation lists and sponsorship solicitation for parent organization fundraising events c. Manages and oversees auction software system (Greater Giving) and is responsible for all upgrades and enhancements of Greater Giving, including testing, training and documentation associated with the program d. Directs the evaluation of special events and plans accordingly 35 3. Other a. Accepts other responsibilities and performs duties as assigned SKILLS: Demonstrates through education, training, and previous work experience the following abilities and skills: Must be proactive and have the ability to be a self-starter Demonstrated accomplishment in fostering productive relationships with volunteers and developing volunteer leadership Excellent communication and interpersonal skills, together with the ability to work collaboratively and courteously throughout the Academy, alumni, other constituencies and the public Experience in planning and managing special events, including ability to identify, train, and work with volunteers Demonstrated ability to strategize, implement and build constituency programs and activities, along with a talent for motivating volunteers Strong writing, planning, and organizational skills Flexibility and initiative, as well as the ability to work independently, combined with the skills for thriving in a team environment to achieve Academy goals High professional and ethical standards for handling confidential information Ability to organize and complete multiple tasks simultaneously with close attention to detail and prioritization to meet deadlines Extensive experience with constituent database, preferably Blackbaud Raiser’s edge WORKING CONDITIONS: Full-time, permanent position, Monday - Friday, 8:00am – 5:00pm Occasionally, time will be required for night and weekend meetings and events 36 JOB TITLE: ADVANCEMENT ASSOCIATE: PLANNED GIVING SUPERVISOR: Executive Director of Advancement JOB SUMMARY: The Director of Planned Giving position functions to encourage the various individuals and groups associated with Incarnate Word Academy to practice Christian stewardship through investments, bequests and estate planning. Under the guidance of the Executive Director of Advancement and directly with the IWA President, the Director promotes and strengthens the Incarnate Word Academy Foundation, thus helping to ensure the future of the school and advance its mission. The Incarnate Word Academy Director of Planned Giving serves as liaison with the Incarnate Word Academy Foundation and coordinates the Planned Giving Program, communicates with parents, alumni and friends, responds to requests for information on planned giving topics, and ensures that appropriate recognition is given to donors who include IWA in their estate planning. JOB RESPONSIBILITIES: 1. Communicating with various publics includes: a. Visiting donors and prospects b. Sending letters, personal notes, emails and making telephone calls c. Sending planned giving articles through the school publications, Messenger and Advancing the Mission; providing brochures and information on the Website d. Managing the web content for the IWA Foundation and planned giving sections of the website e. Inviting donors and prospects to IWA school-related events f. Recognizing donors at the annual Major Donor Appreciation Dinner and the Scholarship Donor Appreciation Luncheon g. Keeping a major donor log h. Using the web to make new online contacts i. Serving as the planned giving contact with consultant(s) 2. Obtaining Technical Assistance from Consultants includes: a. Attaining financial updates from consultants for publication in the IWA mailings b. Setting up annuities c. Writing letters and articles concerning Wills, Charitable Remainder Trusts, Annuities, etc. d. Proposing effective ways to recognize donors e. Preparing letters to those requesting planned giving information f. Coordinating annual endowment reports with the assistance of IWA staff, consulting staff and IWA Foundation Financial Officer 3. Following guidelines used for implementing Planned Giving Program include the following: a. Planned Giving Policy Manual b. IWA Major Gift Program c. Policies, decisions and practices approved by the IWA Foundation Trustees d. Standards for Stewardship 37 JOB REQUIREMENTS: Education: BA Degree or equivalent training in Advancement. Experience: Four to six years experience in advancement work, including planned giving; proven track record in fundraising; excellent written and oral communication skills Knowledge: An understanding of the mission of Incarnate Word Academy and a passion for promoting the mission; an understanding of the importance and effect of planned giving for future sustenance; good working knowledge and ability in fundraising; ability to communicate effectively in writing and orally WORKING CONDITIONS: Part-time, permanent position, Monday-Friday and occasionally, in the evening or on the weekend 38 JOB TITLE: ADVANCEMENT ASSOCIATE: ALUMNI AND EXTERNAL RELATIONS SUPERVISOR: Executive Director of Advancement JOB SUMMARY: The Advancement Associate: Alumni and External Relations is responsible for the planning and implementation of programs and projects that strategically engage alumni in strengthening programs and provide tangible benefits to alumni and current students and the coordination, planning, and production of school’s annual gala benefit. JOB RESPONSIBILITIES: 1. Alumni a. Maintains communication with alumni and current students, encouraging long-term relations b. Provides stewardship and foster relationships among alumni to increase both volunteer participation and financial support c. Oversees the activities of the Alumni Council and key alumni events i. Alumni Portal Maintenance ii. Alumni Coverage in The Messenger iii. Memorial Mass & Reception iv. Alumni Homecoming Reunion Weekend and Individual Class Reunion Events v. Distinguished Alumni Awards vi. Alumni Christmas Luncheon vii. Graduating Seniors Luncheon viii. Regional Alumni Receptions d. Promote alumni events and accomplishments 2. Annual Gala Benefit a. Coordinates, plans, and executes annual gala benefit, including the identification of volunteers to serve as honorary co-chairs, chairs, and committee volunteers b. Oversees the activities of the Gala Committee and key Gala events a. Kick Off Meeting b. Committee Meetings c. Volunteer Appreciation Luncheon d. Coordinate Event Public Relations and Communications e. Content Management for Website and Event Software c. Maximizes income revenue streams for events by ensuring timely and welladministered sponsor support and table sales; securing donations of gifts/auction items d. Directs the evaluation of special events and plans accordingly 3. Other Duties a. Accepts responsibilities and performs duties as assigned. SKILLS: Demonstrates through education, training, and previous work experience the following abilities and skills: Must be proactive and have the ability to be a self-starter 39 Experience in alumni relations and external affairs with demonstrated accomplishment in fostering productive relationships with volunteers and developing volunteer leadership Excellent communication and interpersonal skills, together with the ability to work collaboratively and courteously throughout the Academy, alumni, other constituencies and the public Experience in planning and managing special events, including ability to identify, train, and work with volunteers Demonstrated ability to strategize, implement and build constituency programs and activities, along with a talent for motivating volunteers Strong writing, planning, and organizational skills Flexibility and initiative, as well as the ability to work independently, combined with the skills for thriving in a team environment to achieve Academy goals High professional and ethical standards for handling confidential information Ability to organize and complete multiple tasks simultaneously with close attention to detail and prioritization to meet deadlines Extensive experience with Microsoft Office and Outlook WORKING CONDITIONS: Full-time, permanent position, Monday - Friday, 8:00am – 5:00pm Occasionally, time will be required for night and weekend meetings and events. Occasional travel may be required 40 JOB TITLE: ASSISTANT PRINCIPAL FOR CURRICULUM AND INSTRUCTION SUPERVISOR: HIGH SCHOOL PRINCIPAL JOB SUMMARY: The Assistant Principal for Curriculum and Instruction is responsible to the Principal in all actions and decisions. The Assistant Principal for Curriculum and Instruction works with the Principals to form a Christian community, guiding students to integrate faith development with high academic standards. 1. Assists the Principal in providing leadership to the faculty, students, parents, and community in fulfilling the mission of Incarnate Word Academy. 2. Promotes scholarship among the students by (1) recognizing achievement and (2) developing and implementing procedures to deal with students who are academically deficient, working closely with the guidance counselors. 3. Collaborates with the Registrar regarding grade reporting, grade changes, progress reports, report cards, and permanent record cards. 4. Assists the Principal in planning the master schedule. 5. Supervises the placement and scheduling of all students 6. Organizes and supervises academic assemblies and any other student events of an academic nature. 7. Supervises textbook orders and orders for other educational materials 8. Directs the evaluation, development, and implementation of the curriculum in all departments. 9. Supervises the observance of and adherence to the educational regulations and mandates of the State of Texas and accrediting agencies. 10. Assists the Principal in the coordination of reports to the TCCED or the SACS. 11. Serves as the internal coordinator of all accreditation processes. 12. Supervises and evaluates the work of the Library Media Center as well as the quality of Library Media Center services. 13. Plans and chairs meetings with department chairpersons, and grade level meetings. 14. Works closely with the school administration in coordinated vertical alignment of curriculum to meet the requirements of the high school and graduation requirements. 15. Coordinates outreach in the local community, including program coordination with our local institution of higher education, the business community, and the Office of Academy Advancement. 16. Chairs the Academic Council. 17. Assists the Principal by interviewing teaching candidates. 18. Attends any and all meetings as deemed appropriate. 19. Performs all duties delegated by the Principal. Qualifications 1. Master’s degree in education administration or 2. A master’s degree and 18 credits in educational administration and supervision courses or a valid, appropriate state certificate for a principal or the successful completion of an appropriate state certification examination. 41 JOB TITLE: ASSISTANT TO THE PRESIDENT SUPERVISOR: IWA President and CEO JOB SUMMARY: The Assistant to the President is responsible for the daily operations of the President’s Office and is responsible to the President in all duties and actions. JOB RESPONSIBILITIES: 1. Office of the President a. Generates and distributes correspondence Assists with appointment scheduling and manages calendar b. c. Answers phone, screen calls and takes messages d. Coordinates the program for special scholarships 1. Responds to inquiries 2. Mails application and any other information 3. Prepares necessary correspondence e. Maintain files 2. School Board a. Contacts School Board and committee members concerning meetings and activities b. Coordinates and sets up meetings c. Attends and record meetings and composes minutes Prepares all mailings and correspondence pertaining to School Board d. e. Maintain files 3. Advancement a. Assists with the annual updates in Raiser’s edge in preparation for segmentation b. Maintains files c. Coordinates visits and materials for the President’s meetings with donors 4. Business Office a. Assists in preparing correspondence for the office Assists in data entry and generation of letters for the Financial Assistance Committee b. c. Assists the Business and Facilities manager with reports and correspondence with Board Committees 5. General a. Collaborates with other professional staff of the school for promoting positive internal and external communications b. Performs other duties as assigned JOB REQUIREMENTS: Education: Training as an assistant in an administrative capacity Experience: Two years experience Knowledge: Above average skills in functional and creative writing and office management; extensive computer skills; use of internet; Self starter.; proficiency in word processing and desktop publishing software; good organizational and interpersonal skills (direct/telephone contact). team player. multi-tasking and attention to detail; work well under pressure WORKING CONDITIONS: Full-time position. Occasionally, time will be required for night and weekend meetings and events 42 Job Title: ATTENDANCE OFFICER/ ATHLETIC DEPARTMENT ASSISTANT Job Summary: Responsibilities associated with this position include routine administrative duties and functions of the Principal’s office, secretary, registrar and Athletic Director such as record-keeping, filing, typing, operating office equipment, coordinating special school activities and maintaining effective public relations with the school community and other publics. ATTENDANCE OFFICER • Monitors teachers inputting student attendance into RenWeb by period daily • Keeps record of daily attendance on Absentee Forms as well as through RenWeb • Maintains Absentee Call-in Log • Keeps record of Student Sign-in and Sign-out Log • Issues Student Admit Slips indicating tardies or absences Makes parent phone calls daily to absentee students • • Keeps record of parent phone calls made and received Monitors students’ requests to leave during the day • • Files all student absence excuse letters from parents, Medical excuses, and School business excuses • Runs Renweb report on Excessive Absent Students • Provides reports/information as requested by the principal • Mails out Absence Letters to parents when student reaches 6, and 9 absences Arranges conferences with student and principal when student has reached 9 absences. Absence • Letter and Excessive Absence Renweb Report to be included at conference. • Arranges conferences with parent, student and principal due to excessive absences or tardies. (As requested by principal) • Keeps record of students going over 9 absences, to be issued “Make-up Sessions” that will be assigned by the principal. • Communicates with faculty when a student will be absent for an extended period of time due to illness, death in family or other circumstances, (homework request may be made at this time) Coordinates homework requests from parents will be made by Attendance Officer to each teacher • via e-mail (usually if student is absent 2 or more days) • Requests class work from each teacher when student is issued In School Suspension • Keeps supply of Absentee Forms on file in teachers lounge • Runs all end-of-year Renweb Absence Reports Orders all supplies for Attendance Office as needed • • Boxes, labels and stores all attendance records at the end of each school year FRONT OFFICE • Greets visitors, parents, business callers • Answers phone and relay messages via voice mail or take messages as needed • Keeps inventories of supplies • Maintains effective working relations with other employees, school administration and the public • Maintains files and records as required by the principal • Does routine typing/word processing as required Faculty memos Correspondence 43 List, forms, reports, etc. • Makes sure all announcements are at posted area Assists in entering demographic information into Renweb • • Assists with student registration – July/August • Assists with preparation of Open House – January/February • Assists with set-up of Academic Awards Assembly (tables on stage/decorations) • Assists with special events or receptions held in the conference room • Assists secretary with locker assignments • Issues Verification of Enrollment Forms • Supervises student helpers • Maintains the marquee as requested by the principal • Maintains a Visitor Log (parents, tutors, visitors) • Issues Visitor tags • Relays all “student visitors” to the principal for approval • Issues Parking Permit Applications as requested by student/principal Orders and distributes Parking Permits yearly • • Provides parking lot map with assigned numbers Enter all parking and automobile information into Renweb • • Provides student parking report as needed • Contacts school nurse for illness or medical attention of student or faculty • Assists the Guidance Counselor with contacting students from classes ATHLETIC DEPARTMENT CLERICAL ASSISTANT • Secretarial Duties as requested by Athletic Director including: • Eligibility Forms • Collecting all sports schedules • Requests and files Athletic rosters requested from Coaches (typed for Sports Banquet) • Keeps Booster Club and Athletic calendar • Maintains record of all Coaches personal phone numbers Assists Athletic Director in AD/Coaches meetings • • Assists in typing and making revisions to the Athletic Handbook • Assists in typing and making revision to the Coaches Handbook • Assists Booster Club president and officers with all Booster Club events • Keeps copies of Food Handler permits needed for all Booster Club members and Coaches helping with any events handling food • Assists in setting up First Aid and CPR classes as needed • Makes sure all Coaches have an updated First Aid/CPR card. (Keep on file) • Keeps on file the location of all AEDs and make sure they are tested regularly • Serves as contact and work with parent during preparation for special events: Prayer Breakfast/Physical Creates Physical Reminder Flyer and distribute during registration Relays Physical information to technology department to be posted on IWA Website and on Parentweb Keeps track of RSVP list for the Prayer Breakfast Assists in the Prayer Breakfast event and Physicals Fall Golf Tournament Assists with flyer mail-outs Provides flyer or information to Central Office for Angel Newsletter Assists mail-out sponsorship renewal letters 44 Assists with soliciting sponsorships Assists in collecting checks/monies of participants and turn in to Athletic Director Assists with check-in and check-out of golfers on day of the event Germanfest Serves as member of the Germanfest Committee Assists with flyer mail-outs Provide flyer or information to Central Office for Angel Newsletter Works with parent committee member on collection of table sponsors and payments to be turned in to Athletic Director Assists in preparation the day of the event Assists in check-in and tables assignments at beginning of event Assists in check-out at auction item table Crawfish Boil Assists in flyer mail-outs Provides flyer or information to Central Office for Angel Newsletter Assists in collecting checks/monies for tickets to be turned in to Athletic Director Assists in check-in on the night of the event Sports Banquet Collects and types out all information to be in Athletic Sports Program 45 JOB TITLE: Business Office Assistant (former Receptionist) JOB SUMMARY: Duties include cashiering, assisting with accounts receivable, handling correspondence, performing receptionist duties, and other duties as assigned. 1. Receive payments, update family/student accounts, and provide customer service 2. Prepare and scan deposits to the bank 3. Log in checks daily received from Alumni Annual Giving, AGP, Building Fund, etc. 4. Input tuition charges, fees, and payments into FACTs and RenWeb software 5. Prepare statements, collection letters, emails, and other related account correspondences as necessary 6. Answer calls directed to the “operator”, direct calls, take messages, mail/parcel handling and routing, and greet visitors 7. Perform other duties as assigned. JOB REQUIREMENTS: Education: High School Diploma; training in Word Processing and Excel Experience: Minimum one-year experience in cashiering, accounts receivable, administration, and customer service; FACTs and RenWeb software a plus Knowledge: Working knowledge and skill in Word Processing, Excel, accounts receivables, and office procedures 46 CHIEF FINANCIAL OFFICER Reporting to and partnering with the President and CEO, the Chief Financial Officer (CFO) will assist in setting and implementing Incarnate Word Academy’s financial policy and direction while also being an active participant in, and driver of, the school’s overall financial viability and strategy in accordance with the moral and ethical norms established by the USCCB (United States conference of Catholic Bishops. S/he will lead all financial administration, business planning, human resources, and budgeting. As a member of the President’s Council, the CFO will work closely with a motivated and engaged finance committee of the School Board of Directors. Specific responsibilities include: Strategy 1. Partners with the president in all operational and strategic issues as they arise; provides strategic recommendations to the president based on financial analysis and projections, cost identification and allocation, and revenue/expense analysis. 2. Participates in the ongoing strategic planning process, develops, and implements business rules consistent with Catholic Social Teaching and Good Accounting Principles for Non-profits 3. Oversees long-term budgetary planning and cost management. 4. Engages the School Board finance committee around issues, trends, and changes in the operating model and operational delivery. Financial and Operational Management 1. Oversees budgeting, and the implementation of budgets, so as to monitor progress and present operational metrics both internally and externally. 2. Ensures that the business office staff maintains financial record systems in accordance with Generally Accepted Accounting Principles for Non-profits, and monitor the use, allocation, and reporting of all funds. 3. Oversees the preparation and approval of all financial reporting materials and metrics for funding organizations and departments; prepares and communicates monthly and annual financial statements and any other reports requested by the President and CEO or the School Board Directors. 4. Manages cash flow and forecasting; direct all financial, project-based, and departmental accounting. 5. Manages scope of work agreements including Terms and Conditions. 6. Oversees property loss insurance program 7. Coordinates all audit activities. 8. Evaluates and oversees all benefits packages, providing the most just and equitable sharing, achieving the school’s overall objectives. 9. Reviews all formal finance, human resource, contracted, and related procedures, processes, and administration, recommending improvements to the systems in place and managing the systems going forward. 10. Ensures that all funds collected in service of the mission of any Incarnate Word Academy entity are deposited and properly reported on the school’s financial statements Team Management 1. Develops and manages direct staff, to include the Accounts Manager and any other business related staff, parent teacher organization treasurers, and booster club treasurers. 2. Engages other members of the President’s Council and Administrative Team evolving strategy, operational delivery, and data collection needs. 47 Qualifications The CFO will be a seasoned and mature leader with at least 8 years of broad finance experience, followed by experience gathering and evaluating financial information and making actionable recommendations to senior leadership. S/he will ideally have experience managing finance (accounting, budgeting, control, and reporting) and HR. The CFO will have the following experience and attributes: 1. A minimum of a BS in Accountancy Masters or CPA/CMA; would be a plus. 2. Mature and proactive, with evidence of having worked as a true business professional. 3. Demonstrated excellence in managing finance, accounting, budgeting, control, and reporting. 4. Skill in examining, developing, reengineering, and recommending financial, HR, and technology policies and procedures. 5. Strong analytical skills and experience interpreting a strategic vision into an operational model. 6. A collaborative and flexible style, with a strong service mentality. 7. A hands-on manager with integrity and a desire to work in a dynamic, mission-driven environment. 8. An effective communicator, with strong oral and written skills. 48 TITLE: Computer\Networking Specialist SUPERVISOR: Director of Technology and Communications SUMMARY: Under the guidance of the Director of Technology and Communications, the Computer\Networking Specialist installs, maintains, troubleshoots and upgrades computer hardware, software, school network, and peripheral equipment. This position makes recommendations regarding hardware and software acquisitions, prepares documentation and provides user assistance to faculty, staff, and students. DUTIES AND RESPONSIBILITIES: Installs, configures and upgrades operating systems and software, using standard business and administrative packages on PC-based computers. Installs, assembles and configures computers, monitors, and peripherals such as printers, scanners, projectors, smartboards, and related hardware. Evaluates existing computer systems hardware and performs system upgrades based on the user’s needs. Customizes and tests computer systems, and resolves configuration conflicts and errors. Troubleshoots problems with computer systems, including troubleshooting hardware and software, email, network and peripheral equipment problems; makes repairs and corrections where required. Act as a technical resource in assisting users to resolve problems with equipment and data; recommends and assist in implementing solutions. Makes hardware and software acquisition recommendations including helping users assess needs and providing justification for equipment and services. Assists in instructing users in the use of standard business and administrative software, including word processing, spreadsheets and database management; provides instruction or written documentation where required. Maintains current knowledge of hardware, software and network technology and recommends modifications as necessary. Researches new software, new hardware, errors and solutions to new and old technical problems, includes updates, patches, and viruses. Documents the progress of projects and all upgrades and installations. Assists consultants and contractors in relation to the network and computer\technology related projects campus wide. Maintain an inventory of parts for emergency repairs and all technological hardware purchased. Performs other related duties and projects as required. REQUIRED SKILLS: Required to perform multiple, highly complex, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions. Required to read technical information, compose a variety of documents, and/or analyze situations to define issues and draw conclusions. Must possess strong analytical thinking and problem solving skills. Communicate with persons of varied technical knowledge and backgrounds. Establish and maintain effective working relationships, working as part of a team, adapting to changing priorities. 49 EDUCATION: Bachelor’s degree in networking, management information systems, or computer science Minimum of 1 year relevant work experience Or an equivalent combination of education and experience WORKING CONDITIONS: Full time - 40 hours per week Occasional evening and weekend time may be required to complete projects and resolve technical problems Must be able to lift a minimum of 50 lbs. to transport heavy computer equipment Must be comfortable with the physical requirements of installing network cables or devices 50 JOB TITLE: CUSTODIAN JOB SUMMARY: Cleaning of the buildings includes sweeping, mopping, waxing and polishing floors, cleaning restrooms and picking up debris. JOB DUTIES: While each building might require its own schedule and details of operation, the cleaning of buildings will include the following: 1. Sweeping rooms, halls, entrances, stairways, porches and patios. 2. Wet mopping or vacuuming halls, stairways and restrooms. 3. Taking trash to dumpster. 4. Cleaning drinking fountains and glass doors. 5. Checking for supplies (toilet tissue, towels, and soap). 6. Cleaning restrooms (commodes and floors) with disinfectant. 7. Picking up trash in patios, on porches and in areas near the building. 8. Waxing and polishing floors. 9. Performing duties assigned by the respective principal, maintenance supervisor, or president. Summer Detail: During the summer, custodians will do special cleaning including: 1. Sweeping, mopping and waxing floors. 2. Shampooing carpets. 3. Cleaning Windows. 4. Painting JOB REQUIREMENTS: Education: Must be able to follow written and oral instructions Experience: Minimum six months experience in custodial work Knowledge: Basic knowledge of cleaning and maintaining an orderly building Working Conditions: Indoors and working within a set schedule and at times, following a varied schedule or responding to unforeseen needs 51 TITLE: Database Specialist SUPERVISOR: Director of Technology and Communications SUMMARY: Under the guidance of the Director of Technology and Communications, the Database Specialist is responsible for updating and maintaining the schools primary database and participates in planning future upgrades and technology enhancements. This position is responsible for database system modifications in response to campus needs and day-to-day system integrity, including recommending strategies to ensure data integrity. The Database Specialist addresses software-related technical support for problem resolutions, maintains user accounts, security, system documentation, and help-desk support functions. DUTIES AND RESONSIBILITIES: Inputs, verifies, organizes, presents, and analyzes data stored in the schools primary database. Processes account information, family information, and a variety of other forms of documents by resolving inconsistencies and reviewing data for errors using standard data entry procedures. Acts as a liaison with software providers as assigned for the purpose of resolving problems and meeting user needs and administrative objectives. Assists in the testing of application updates, enhancements and changes for the purpose of ensuring that assigned applications and related systems function appropriately meet user and administrative objectives. Coordinates database activities (e.g. security, upgrades, populating, refreshing, repairing database systems, access rights, etc.) for the purpose of ensuring data accuracy and availability and monitoring compliance with school policies and security procedures. Prepares a variety of materials in both written and electronic formats (e.g. reports, user manuals, memos, procedures) for the purpose of providing written reference and/or conveying information. Serves as a technical resource to department and school staff for the purpose of providing information and/or assistance on the efficient and effective use of primary school database. Performs other related duties and projects as required. REQUIRED SKILLS: Required to perform multiple, highly complex, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions. Required to read technical information, compose a variety of documents, and/or analyze situations to define issues and draw conclusions. Knowledge of relational databases, record structures, and current generation database design methodology including operating systems, protocols, report generators, and query. Gather, collate, and/or classify data Communicate with persons of varied technical knowledge and backgrounds Establish and maintain effective working relationships, working as part of a team, adapting to changing priorities; and applying logical processes and analytical skills. EDUCATION: 52 Bachelor’s degree with a concentration in database management, computer science, or information science Minimum of 1 year working experience managing a relational database Or an equivalent combination of education and experience WORKING CONDITIONS: Full time - 40 hours per week. Occasional evening and weekend time may be required to complete projects or for maintaining the database Long hours of sitting and using computer and office equipment 53 JOB TITLE: DIRECTOR OF CAMPUS OPERATIONS JOB SUMMARY: The Director of Campus Operations is responsible for facility maintenance and management, supervising and coordinating the activities of the maintenance staff, vehicles, security, and out-sourced. The Director of Campus Operations is responsible to the President and CEO in all his/her decisions and actions. DUTIES: Responsibilities: 1. Develops effective and attainable work plans. Supervises staff in the implementation of work plans 2. 3. Manages the school vehicles: scheduling, regular maintenance, and general repair and replacement Oversees the janitorial service contract and manages the day-to-day direction of the staff 4. when the need arises. 5. Supervises campus operations include a variety of scheduled equipment set-up activities, preventive and routine maintenance activities. 6. Develops and promotes effective work plans, evaluates implementation, and authorizes payment for outsourced contracts after thorough completion. 7. Manages and directs work programs for the maintenance of buildings, plumbing systems, electrical systems, alarm and campus safety systems, landscaping, and parking areas. 8. Prepares budgets and work scopes for contracted maintenance activities. 9. Manages equipment maintenance requests. 10. Interviews, screens, and selects all new maintenance personnel. 11. Identifies and pursues opportunities to optimize effectiveness. 12. Develops and administers management reporting systems, electronic ticketing systems. 13. Prepares and presents information concerning operational effectiveness and service levels to President, and serves as staff to the facilities committee. 14. Prepares agendas, reports, and maintenance schedules to the board and president for review Qualifications 1. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. 2. Comprehensive knowledge of equipment and facility maintenance programs and procedures. 3. Considerable knowledge of safety principles and practices. 4. Considerable knowledge of the budget process. 5. Considerable knowledge in the use of computer systems. 6. Ability to identify and recognize unsafe conditions or work practices. 7. Ability to exercise judgments, make decisions, and effective implement the decisions made by the President. 8. Ability to plan, organize, and delegate work to achieve desired results. 9. Ability to present facts and recommendations effectively in oral and written form. 10. Ability to read, analyze, and interpret contract documents. 11. Ability to define problems, collect data, establish facts, and draw valid conclusions. 54 JOB TITLE: Director of Technology & Communications SUPERVISOR: IWA President and CEO JOB SUMMARY: The Technology Director of Incarnate Word Academy is responsible for the campus-wide information technology infrastructure, the coordination of campus-wide information technology services, and the administration of the iwacc.org internet domain and the management of the campus website. This position will provide project management and technical consulting support for Incarnate Word Academy. The Director will ensure security and optimal performance of the campus network infrastructure through analysis and design of the network. The Technology Director works directly with the IWA Campus President, the Business Manager, Marketing Department and the schools principals. RESPONSIBILITIES: Technology Proficiency 1. Computer, network operations and maintenance 2. Network design 3. Hardware productivity 4. E-mail 5. Software productivity 6. Systems Analysis 7. Management and support of student and financial systems Technical Support 1. Supervises, trains and evaluates the PC Hardware Technician. 2. Directs and guides the Technicians priorities and goals. 3. Oversees and prioritizes maintenance of the campus hardware and software; diagnose and repair equipment. Works with outside vendors for major repairs. 4. Manages annual upgrades of hardware and software; evaluates and recommends hardware and software purchases and configurations. 5. Installs, maintains, administers, monitors, upgrades, diagnoses, and troubleshoots file servers; installs, troubleshoots client software and hardware; maintains and improves functionality of dissimilar network configurations. 6. Develops and coordinates the provision of technical support of in-room network connections; installs and configures network hardware, installs and configures TCP/IP software. 7. Diagnoses network problems and provides solutions under pressure and time constraints Campus Network 1. Maintains the network infrastructure. 2. Manages licenses for all operating system related software. 3. Ensures security of all network and internet/intranet systems. 4. Establishes standards for documentation of the network system. 5. Studies LAN techniques and procedures and suggests improvements. 6. Provides preventive/proactive maintenance of LAN using network management software to avert potential problems. 7. Evaluates network performance concerning projected enhancements to network hardware and software. 8. Ensures the campus firewall is fully functional with appropriate technological enhancements. 9. Installs new products. 55 10. 11. 12. Seeks staff input in determining system/operations improvements and/or needs in relation to the network. Participates in the development of policies, procedures, and resources in relation to the network. Maintains and monitors the email server. Administrative 1. Establishes computing standards and policies for purchasing, installing, and configuring new hardware, software and peripheral equipment. 2. Maintains an up-to-date inventory of the campus technology equipment and software. 3. Communicates orally and in writing complex issues, conclusions, and decisions. 4. Acts as technical liaison with other departments as necessary. This includes the business office, advancement office, marketing department and all three levels. 5. Surveys and improves computing support standards and policies; monitor and survey trends in academic and administrative computing 6. Maintains effective pricing and purchasing procedures to ensure that project goals are met within budget allowances. 7. Establishes project schedules and budget estimates for meeting these schedules. 8. Plans, organizes, and schedules networking support projects, and assigns the task to appropriate personnel. 9. Creates and maintains databases 10. Attends meetings, serve on committees and represent the department and technology-related interests of the campus. Website Development 1. Creates and maintains the technical and operational functions of the Incarnate Word Academy web site using HTML and Dreamweaver. 2. Monitors web site for bandwidth problems, bad links, and implement any policies that IWA has established for its web site. 3. Makes recommendations for improvements to the web site and ensures that that all positioning, messaging, design, and the brand of Incarnate Word Academy is maintained according to the objectives of the Marketing Department. JOB REQUIREMENTS: Education: Bachelor's degree in Information Systems or a related degree Experience: Three years experience in management and coordination of computer support and a network infrastructure WORKING CONDITIONS: Full-time, permanent position, 8:00 a.m. - 5:00 p.m. Routinely, time is required for maintenance and upkeep of the network infrastructure on nights and weekends. 56 JOB TITLE: ELEMENTARY TEACHER AIDE DESCRIPTION: The Elementary Teacher Aide assists the respective teacher with the care of the students. She/he is responsible to and supportive of the administration and the teacher. It is essential that the teacher have the appreciation, respect, and confidentially of her/his aide, the one working closest to her/him. Because consistency is so important for students, she/he must be present and on time each day. His/her responsibilities are: DUTIES: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. Arrives one half hour before school begins. Remains in school one half hour after school is dismissed. Monitors arrival and dismissal times. Is allowed a 15 minute break in the morning at 9:45 a. m. and a 30 minute lunch break at 11:00 a.m. Respects each student while encouraging independence. Assists the teacher in preparing instructional material. Speaks in a quiet, well modulated voice in the classroom, which encourages a calm environment. Substitutes for the teacher when the teacher is absent. Walks the children to the Extended Day Care room at the end of the school day. Assists the teacher with the children when needed for after school and night activities. Supervises individual students and small groups, under the direction of the teacher, as learning activities are implemented. Assists in preparing instructional materials and bulletin boards. Makes copies of material for class work. Supervises students during recess, lunch and art period. Performs clerical work as needed (attendance record, lunch count, filing, etc.). Leads students out of the classroom in an orderly manner at lunch, P.E. and after school. Keeps the classroom clean and orderly and dusted. Dust mops the classroom Monday to Thursday after school. Cleans top of desks with 1 % clorox and 9% water each day after school. Performs other duties as directed by the teacher and the principal. Remains in school until 2:30 p.m. and follows assignment of teacher when students have early dismissal. Decorates main bulletin board when that grade has an art project. Decorates the bulletin board at H.E.B. at assigned time. JOB REQUIREMENTS: EDUCATION: High School Diploma or GED EXPERIENCE: Minimum one year working with children. KNOWLEDGE: Basic knowledge of child care and ability to relate to young children and to manage the class in the teacher's absence. WORKING CONDITIONS: Indoors and outdoors, caring for young children following a varied schedule and responding to unforeseen needs. 57 JOB TITLE: Enrollment Data Manager Job Purpose To input and manage the RenWeb Database system for current and prospective students, which will include a key role in new automated systems, web-based systems, and workflow to track admissions process. Description of Duties and Tasks Work as part of a team to coordinate database development and limitations Responds to requests for complex reports from the database system Gathers, compiles and performs initial data entry and analysis Develops systematic documentation of computer applications and processes for support staff Prepares reports and data files for external and internal use, ensuring compliance with federal and state privacy laws Maintains Enrollment Management web interface Generates and maintains all statistical reports, provides training, and acts as a consultant to the staff regarding new electronic processes Researches and analyzes student data to support student access and success (i.e. recruitment, enrollment, retention eventually focusing on developing data on special programs such as AP, PreAP, and student interest) Assists the marketing effort in planning and implementing short- and long-term goals and objectives for student enrollment and retention Develops internal and external school web surveys Generates e-mail communications to current and prospective families 58 JOB TITLE: Executive Director of Advancement SUPERVISOR: Campus President JOB SUMMARY: The Executive Director of Advancement Incarnate Word Academy is responsible for directing the school’s annual giving efforts. The Advancement program invites parents, past parents, alumni and friends to advance the school’s mission by participating in its efforts and investing in its program for a strong future viability. The director works directly with the IWA Campus President , the Advancement Team, and the school principals to carry out the responsibilities of the office and acts as staff person to the Advancement Committee. JOB RESPONSIBILITIES: 1. Fundraising a. Directs a comprehensive Annual Giving Program. b. Directs Capital Campaign and special events as needed. Reviews prospect database to identify leadership and major gift prospects. c. d. Designs, plans and implements the campaign plan of action and time line. e. Designs, directs and participates in cultivation and solicitation process. f. Prepares and directs the production, mailing and distribution of support materials. g. Supervises the management of the database for donor history, record keeping, pledge reminders and acknowledgment of gifts received. h. Fosters volunteer leadership; recruits and trains volunteers. i. Submits proposals and secures grants as stated in annual development plan. j. Promotes academic chair and adopt-a-student programs to community and meets development plan goal for building programs. k. Implements communication system and builds memorial and scholarships programs. l. Assists with total development plan. m. Maintains files. 2. Alumni a. Assists in coordinating the advancement work of the Alumni Associate to ensure consistency with and advancement of the Advancement Office goals. 59 3. Proposal Writing and Grants Management a. Submit proposals according to grants timeline including due dates, maintains a historical spreadsheet of grant activity b. Prepares proposal for signature in a timely manner c. Researches information, coordinates with appropriate faculty or staff, and prepares grant reports in a timely manner 4. Advancement Office a. Formulates and monitors Advancement Office annual and long-range plans. b. Communicates pertinent information to Campus President and principals in a timely manner. c. Participates in the hiring, evaluation and supervision of staff. d. Devises and supervises gift processing system. e. Creates and supervises record keeping and database systems. f. Oversees assignments and work of the Advancement Office. g. Coordinates procurement of supplies and materials for Advancement and Alumni Office. h. Meets regularly with administration to coordinate office activities. i. Serves as staff person to the Advancement Committee. j. Participates in the annual evaluation of the Advancement Office. 5. Public Relations a. Supervises the production of the annual report b. Collaborates with other professional staff of the school for promoting positive internal and external communications. 6. Office of Planned Giving Assists in coordinating the advancement work of the Planned Giving Associate to ensure consistency with and advancement of the Advancement Office goals. JOB REQUIREMENTS: Education: Experience: Knowledge: BA Degree or equivalent training in Advancement. Two years experience in advancement work. Working knowledge and ability in fundraising, supervision of personnel, communications and business skills. WORKING CONDITIONS: Full-time position and permanent position, 8:00 a.m. – 5:00 p.m. Occasionally, time will be required for night and weekend meetings and events. 60 JOB TITLE: FOOD SERVICES MANAGER JOB SUMMARY: The Food Services Manager directs and produces in all areas of food preparation and distribution including the planning of menus, purchasing food and supplies and supervising the Food Service workers. Multi-level management skills are required. JOB DUTIES: 1. Provides breakfast for students before school and for athletes during their free period. 2. Supervises Food Service workers. 3. Plans menus. 4. Selects and trains lunch room personnel. 5. Purchases food and supplies. 6. Deposits money daily. 7. Sends daily report of sales to Business Office. JOB REQUIREMENTS: Education: BA degree or equivalent training in food preparation and distribution and management; excellent customer relations skills Experience: 1 year experience in food management Knowledge: Working knowledge in all areas of food preparation and production and skill in customer relations Working Conditions: Indoors; must be able to lift a minimum of 50 pounds and maximum of 100 pounds 61 JOB TITLE: FOOD SERVICES WORKER JOB SUMMARY: The Food Services Worker assists in all areas of food preparation, clean-up, and service. JOB DUTIES: 1. Assists with cooking and serving of meals. 2. Washes dishes and cooking utensils. 3. Sweeps and wet mops kitchen floor daily. 4. Refills containers of mustard, salad dressing, napkins, and salad components. 5. Performs other duties as assigned. JOB REQUIREMENTS: Education: Must be able to follow written and oral instructions Experience: Minimum one-year experience in food service preparation Knowledge: Basic knowledge with ability to relate to students of all ages Working Conditions: Indoors; must be able to lift a minimum of 30 pounds. 62 JOB TITLE: HEALTH COORDINATOR JOB SUMMARY: The Health Coordinator is appointed by the President and is responsible to the Administrative Team for insuring that required health screenings are performed, followed-up and documented according to state regulations by certified screeners. Additional, monitors immunizations, maintain health records, complete state and diocesan statistical reports and perform other health service related duties for which they are trained. JOB DUTIES: 1. Serves as health advocate for the child 2. Assesses student and school health needs 3. Assumes responsibility for planning and management for acute, chronic and emergency health problems including appropriate referral and follow up 4. Assists with communicable disease control through implementation of programs for student immunization, management of suspected and diagnosed cases of infectious disease and infestations, and fosters education in communicable disease prevention for students and faculty 5. Possesses knowledge and skills specifically relating to appraisal and health management of children 6. Maintains accurate, updated records of health information on all students in the school’s information system, and makes provisions for timely and accurate management of incoming and outgoing records and reports 7. Coordinates and/or provide required and optional health screenings 8. Monitors supply and equipment needs for the health program and communicate accordingly 9. Continues professional growth through workshop and professional association activities 10. Maintains state certification for acanthosis nigricans, vision, hearing and spinal screening in the school. 11. Maintains valid, current CPR certification 63 JOB TITLE: MAINTENANCE FOREMAN JOB DUTIES: Regular and preventive maintenance includes the repair and replacement of motors and equipment, and ensures the safe and efficient operations of air conditioning, motors, vehicles and utilities. 1. 2. Carries out work orders which require specific skills and expertise. Responsibilities include: a. Preventive maintenance on air-conditioning system using charts with designated daily, weeks, monthly, quarterly and annual duties. This includes the operation of switches and cutoffs on compressors and units. b. Cleaning air conditioning filters and vents regularly. c. Preventive maintenance on boiler and heating systems using charts with designated schedules and duties. d. Preventive maintenance on school vans and convent cars, including oil change and air pressure check of tires on a regular basis with records kept of these services. Repairs, replaces and installs plumbing fixtures. 3. Repairs motors on lawnmowers, fans, cars and equipment which requires basic or temporary repair. 4. Repairs and replaces windows and doors. 5. Recognizes, reports and repairs equipment and areas that are broken, damaged and/or unsafe. 6. Knows where cut-offs for all plumbing, electricity, water and gas are located on campus. 7. Works on updating the amortization plan to provide more specific and accurate projections for the annual plant fund budget. 8. Researches costs and obtains estimates on equipment and supplies. 9. Coordinates work orders. Circumstances may dictate the performance of custodial duties such as, replacement of lights and pencil sharpeners, cleaning of a/c filters and vents, etc. JOB REQUIREMENTS: Education: High School education with certification in at least one of the following areas: mechanical, electrical, plumbing and carpentry Experience: Minimum five years experience in mechanical, electrical, plumbing and/or carpentry skills Knowledge: Qualified and proficient in the areas of mechanics, electricity, plumbing and carpentry Working Conditions: Indoors and Outdoors-repairing motors, equipment and fixtures and performing preventive maintenance 64 JOB TITLE: MAINTENANCE WORKER JOB SUMMARY: Regular and preventive maintenance includes the repair and replacement of motors and equipment, and ensures the safe and efficient operations of air conditioning, motors, vehicles and utilities. JOB DUITES: 1. Performs preventive maintenance on air conditioning systems using charts with designated daily, weekly, monthly, quarterly and annual duties. This includes the operation of switches and cut-offs on compressors and units. 2. Cleans air conditioning filters and vents regularly. 3. Performs preventive maintenance on boiler and heating systems using charts with designated schedules and duties. 4. Performs preventive maintenance on school vans and convent cars, changing oil and checking air pressure in tires on a regular basis with records kept on these services. 5. Repairs, replaces and installs plumbing fixtures. 6. Repairs motors on lawnmowers, fans, cars and equipment which requires basic or temporary repair. 7. Repairs and replaces windows and doors. 8. Recognizes, reports and repairs equipment and areas that are broken, damaged and/or unsafe. 9. Knows where cut-offs for all plumbing, electricity, water and gas are located on campus. Circumstances may dictate the performance of custodial duties such as, replacement of lights and pencil sharpeners, cleaning of a/c filters and vents, etc. JOB REQUIREMENTS: Education: High School Diploma with basic training in mechanical, electrical, plumbing and carpentry skills Experience: Minimum one year experience in mechanical, electrical, plumbing and carpentry skills Knowledge: Basic skills in mechanics, electricity, plumbing and carpentry needed Working Conditions: Indoors and outdoors—repairing motors, equipment and fixtures and performing preventive maintenance. 65 JOB TITLE: Montessori Director PURPOSE OF JOB: 1. Support the school’s mission, philosophy and goals. 2. Direct the school’s Montessori program. 3. Facilitate relations between staff and parents. SUPERVISED BY: Elementary Principal QUALIFICATIONS: 1. BA or BS degree. 2. Must have Montessori certification from a MACTE approved course. 3. Three to five years experience in a Montessori program, some administrative experience. 4. Practicing Catholic. 5. Must have good judgment and self control in working with children and adults. 6. Must relate to the children and adults with courtesy, respect, acceptance and patience. 7. Must increase knowledge in field of endeavor by being enrolled in an on-going professional growth program. 8. Must be in excellent health. 9. Must be able to direct staff. 10. Must represent the school in professional and civic organizations. 11. Must have good grooming. 12. Must be an active member of the American Montessori Society. 13. Must have a current certification in first aid and CPR. RESPONSIBILITIES: 1. Administer all aspects of the Montessori Program. a. Hire and supervise qualified Montessori staff. b. Maintain staff attendance records. c. Enroll new students and process admissions. d. Orientation of new staff to school policies. e. Make observations of children as needed/requested. f. Supervise curriculum development and implementation. g. Give tour of school to visitors. 2. Maintain Administer Office of Montessori Coordinator a. Plan faculty meetings in cooperation with the principals. b. Maintain all certification records and licenses 66 TITLE: Multimedia Design Specialist SUPERVISOR: Director of Technology and Communications SUMMARY: Under the guidance of the Director of Technology and Communications, this role combines design, writing, and technical knowledge to create information and electronic/print communication products that entertain, educate, and/or inform the audience. This position will be responsible for promoting, creating, designing, and publishing interactive and engaging multimedia-based content through desktop publishing software and the organization’s online content management system and portals. This position is responsible for writing, editing, proofreading, creating and/or acquiring the content for all electronic/print communications. The Multimedia Specialist is responsible for maintaining the position, voice, and design of the organization as determined by the objectives and strategies. DUTIES AND RESONSIBILITIES: • • • • • • • • • • Designs and develops multimedia-based layouts, graphics, animation, and/or content for use in multimedia programs such as print, email, mobile, SMS, Web, video, and interactive electronic media. Takes a proactive and innovative approach to ensure that the organization takes advantage of opportunities where online media can be used to better communicate key messages in addition to or in replacement of print-based media. Works with administrators and the President’s Council to ensure the appropriate use of print and online media in support of campaigns, initiatives, marketing, event planning, and organization strategy. Coordinates the production of promotional/event materials such as newsletters, brochures, magazines, posters, invitations, postcards, signage, and reports using desktop publishing software and content management system. Manages photography needs and assists with photography services as assigned. Copy edits and proofreads all content in alignment with AP Style. Assists other multimedia content providers within the organization by designing and delivering training when required. Follows appropriate procedures to ensure work is delivered to a quality as defined by administration, informing superiors immediately in the event of any proposed or actual departure from these. Improves skills and technical capabilities at the current level required by the organization from time to time utilizing online tutorials, videos, and blogs. Completes additional assignments delegated by administration in order to support and enhance the smooth operation of the Communications Department and its areas of responsibility. REQUIRED SKILLS: • • • • Excellent communication and organizational skills Excellent computer skills and working knowledge of desktop publishing software (InDesign and Publisher required) Previous experience working with content management systems Exceptional English composition, spelling, grammar, and punctuation skills in alignment with AP Style 67 • • • • • • • • • Ability to manage multiple projects in a fast-paced, deadline-driven environment Excellent skills in Photoshop and Acrobat is required Proven ability to build consensus and work effectively within a cross-departmental team Experience in graphic design and creative input Keeps current with emerging print and design technologies through relevant blogs, listservs, and events High level of attention to detail and accuracy in all work Ability to maintain a high level of productivity A strong understanding of communication strategies and strategic thinking Energetic and generally enthusiastic about the organization EDUCATION: • • • Bachelor's degree in graphic design, mass communications, advertising, or a related field Minimum of 1 year experience in creating print and/or online publications Or an equivalent combination of education and work experience WORKING CONDITIONS: • • • • Full time position - 40 hours per week. Occasional evenings and weekends may be required Occasional travel may be required Long hours of sitting, using computer, and office equipment 68 JOB TITLE: PRESIDENT AND CEO JOB SUMMARY: The President and CEO, through collaboration with and oversight of the administrative team of the various school levels and president’s council members, motivates and inspires the vision and implementation of the mission, goals and philosophy of the school. The President and CEO has final responsibility for all administrative aspects of the school and is specifically charged with oversight of Catholic identity, mission effectiveness, governance, finances, admissions, physical plant and institutional advancement through general oversight and strategic planning. In concert with the Principals, the President and CEO insures the integrity of the overall program within the school and is responsible to the Board of Directors of Incarnate Word Academy. The President and CEO provides Christian educational leadership, Christian growth and formation among the total school community for the advancement of the school’s mission. Her duties include coordinating areas which interrelate among the three school levels on campus. The President and CEO is recommended by the Incarnate Word Academy School Board Directors and appointed by the Members of the Incarnate Word and Blessed Sacrament Congregation. She reports to the Board Directors and serves as staff to the Board. PERFORMANCE RESPONSIBILITIES: 1. Mission Effectiveness insures the catholic identity of the school The President and CEO leads and formalizes the educational vision in terms of the directives of the Catholic Church and the Charism of the Sisters of the Incarnate Word and Blessed Sacrament. serves as the school's liaison to the Sisters of the Incarnate Word and Blessed Sacrament. 2. Educational Direction ensures that the educational vision and values of the Sisters of the Incarnate Word The President and Blessed Sacrament are integrated within the educational program and CEO directs and approves curriculum development and changes to school procedures and guidelines provides for the professional development of faculty and staff. 3. Administrative Leadership supervises and evaluates the principals, and central office staff of the campus The President co-signs all contracts for all faculty and staff and enters into all other contractual and CEO agreements on behalf of Incarnate Word Academy develops an effective administrative team with responsibility for implementing the educational vision leads, coordinates, and implements the school's program for strategic planning. 4. Board Relationship and Responsibilities participates in the school’s governance as the chief executive officer of the school and ex-officio board director reports the progress of the school to the Board Directors at each meeting including The President the educational programs, administrative policies and decisions, the goals of the and CEO President and CEO and the administrative team 69 keeps the Board abreast of appropriate policy issues as needed, particularly in the areas pertaining to long range planning, e.g., finances, facilities, advancement implements all school policies approved by the Board provides orientation and/or programs that assist the Board Directors in developing a deepening understanding of the charism of the Sisters of the Incarnate Word and Blessed Sacrament and mission of the school, and the role of governance vs. administration 5. Community and Civic Leadership serves as official representative of the school The President promotes the school's mission and vision within the school community as and CEO mandated by the Catholic Church, envisioned by the Charism of the Sisters of the Incarnate Word and Blessed Sacrament and directed by the School Board shares the school's vision through a strong public relations program within the civic community Requirements The President and CEO must be a practicing Catholic with a commitment to ongoing formation in catechetical and spiritual leadership development Degree: Minimum of a Master’s degree Preferred: 18 credit hours in educational administration and supervision courses or a valid, appropriate state certificate for a principal or superintendent or certification in the leadership of Catholic Schools or the successful completion of an appropriate state certification examination 70 JOB TITLE: PRINCIPAL JOB SUMMARY: The chief role of the Principal is Christian educational leadership. He/She provides opportunities for Christian growth and serves as a role model for staff and students. The Principal recruits and directs the development of the administrative staff and the faculty in order to assure a high degree of educational excellence through an efficiently and professionally administered school. In addition, he/she assesses existing curriculum, oversees curriculum planning, and recommends major changes to the President. RESPONSIBILITIES: Christian Educational Leadership 1. Fosters Christian growth and formation for faculty, staff, and students. 2. Provides opportunities for liturgical and para-liturgical celebrations. 3. Promotes the active participation of religion teachers in Religious Education Staff Development. Faculty 1. 2. 3. 4. 5. Recruits teachers — interviews and hires faculty, subject to the approval of the President. Directs the evaluation of faculty members in consultation with the departmental chairpersons. Maintains morale of faculty. Conducts general faculty meetings and meets with department heads to discuss curriculum planning and teacher evaluation. Co-signs faculty contracts with IWA President. Administrative Duties 1. Develops and advances the school, recommends policies regarding the development of record systems, professional standards for teachers, and individual development programs for students for approval by the President. 2. Curriculum planning — makes final decisions regarding course requirements and content, interacting with department chairpersons and individual teachers. 3. Makes recommendations to the President concerning the introduction of new courses. 4. Makes recommendations considering major purchases of teaching equipment. 5. Directs the preparation of the School Activity Calendar and the Master Schedule. 6. Serves as official representative of the school for all parent organizations and coordinates their activities with the running of the school. 7. Serves as a member of the Administrative Team. 8. Fulfills the requirements for accreditation with TCCED (Texas Catholic Conference Education Department), as well as SACS (Southern Association of Colleges and Schools) at the high school level. JOB REQUIREMENTS: Education: Master’s Degree and Certificate in Administration or 18 hours in Catholic School Leadership including moral and Spiritual Formation. Experience: Minimum of three years in school administrative experience. 71 Job Title: REGISTRAR Supervisor: High School Principal Student Records • maintains student permanent records : grades, credits, attendance, GPA, class rank, updates test score results on Naviance, RenWeb and the student test scores sheet, graduation details • sends official transcripts to colleges/high schools • requests official transcripts for all incoming students • under the supervision of the Curriculum Coordinator, maintains a check list of credits earned/needed for each student • With the approval of the Assistant Principal, reviews whether a student is promoted/retained or denied credit because of absences • Posts correspondence course grades on student transcripts • Posts summer school grades onto student transcripts Report Cards • prepares unclear list for exam clearance • provides instructions to teachers for grade entries/grade export process • inputs grades and conduct into RenWeb if teachers cannot • verifies grades—prints out grade entry sheet and compares to summary sheet • revises 1st and 3rd quarter grades to a floor of 60 • adjusts credit earned if both semester grades average to 70 • requests report card and progress reports are viewable on ParentsWeb • determines honor roll • determines the top ten • determines grade point average and class rank each semester Class Scheduling • under the supervision of the Curriculum Coordinator, maintains check list on credits earned/needed by each student • assists with creation of the master schedule • with the direction of the Curriculum Coordinator, creates/modifies/changes student schedules • issues class rosters to teachers as needed Other • Assists Guidance Counselor with College Financial Aid night, College Fair and other presentations to familiarize parents and students with the Naviance and ParentsWeb portals • Assists parents, students and staff with RenWeb, ParentsWeb and Naviance trouble shooting for high school level • assists attendance clerk with locker assignments • assists with graduation details such as scheduling class ring meetings, fine paper orders, graduate diploma name submission to Herff Jones, South Texas Catholic, Caller Times, and State Offices as requested for certificates • assists attendance clerk with issuance of verification of enrollment form • other tasks as requested by the Principal, the Assistant Principal, the Curriculum Coordinator and the Guidance Counselor 72 TITLE: Web Content/Media Relations Specialist SUPERVISOR: Director of Technology and Communications SUMMARY: Under the guidance of the Director of Technology and Communications, the Web Content/Media Relations Specialist is responsible for maintaining the position, voice, and design to achieve the brand and objectives for all aspects of the organization’s online presence via the content management system, online portals, email, and social media as determined by the communication objectives and strategies. This position is responsible for writing, editing, proofreading, creating and/or acquiring web content. The Web Content/Media Relations Specialist is responsible for writing and editing press releases to submit to all local media and arrange interviews between key personnel and the press. DUTIES AND RESONSIBILITIES: 1. Web Content Creates, develops, and manages content for organization’s web presence to align communication objectives utilizing a content management software and social media websites Creates online forms for collection of data Coordinates web projects across departments Maintains a consistent look and feel throughout all web properties to reflect current communications objectives and strategy Maintains and develops the master content calendar for all web properties Copy edits, proofreads, and verifies the accuracy of all web content Assures web-based information is backed up and archived for future needs and reference Tracks and reports on all website and social media metrics/statistics Works cooperatively with key departments and contributors Update and maintain time-sensitive material Use metadata and other methods to optimize search engine positions Manage the creation/acquisition of content from contributors and edit and/or approve the content before publishing Obtain and analyze user feedback Recommends changes in site design, navigation, and/or multimedia content 2. Multimedia Combines design and technical knowledge to create multimedia web content Conceptualizes, designs and develops multimedia web content such as graphic elements, still photos, animation, audio and/or video Manages the campus-wide photography schedule and assign photographers (Publications Specialist, student photographers, and/or guest photographers) for necessary web content photos Manages an organized and searchable photo and video library Responsible for image quality and maintaining web multimedia gallery Collaborate with Publications Specialist on design elements Edits and converts photographs 73 3. Media Relations Moderates communications between the organization and various media outlets such as newspapers, radio broadcasts, and television stations Identifies and develops positive storylines to promote and obtain optimum media coverage on operations, programs, athletics, academics, and overall highlights Writes and edits press releases and articles for internal communications and/or media outlets Monitors media coverage and provides responses to media inquiries Consults with administration to provide employees with strategies and training on media and public relations protocol Establishes and maintains positive relationships with employees, representatives of media, and community Perform other related duties and projects as required. REQUIRED SKILLS: Exceptional communication and organizational skills Exceptional English composition, spelling, grammar, and punctuation skills in alignment with AP Style to produce written communications Knowledge and experience with HTML and content management systems Ability to manage multiple projects in a fast-paced, deadline-driven environment Fluent in Adobe Acrobat and Photoshop Utilizes technology tools such as scanners, digital cameras, and digital video cameras Proven ability to build consensus and work effectively within a cross-departmental team Keeps current with emerging web technologies through relevant blogs, listservs, and events High level of attention to detail and accuracy in all work Ability to maintain a high level of productivity A strong understanding of communication strategies and strategic thinking Energetic and generally enthusiastic about the organization EDUCATION: Bachelor's degree in Mass Communications, Journalism, Technical Writing or a related field Minimum of 2 years managing and creating web content and multimedia Or an equivalent combination of education and experience WORKING CONDITIONS: Full time position - 40 hours per week. Evening and weekend time may be required Occasional travel may be required Long hours of sitting and using computer and office equipment 74
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