1. education
2. school

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.
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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
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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.
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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.
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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]
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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.
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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.
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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
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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.
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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.
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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.
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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.
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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:
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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:

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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
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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:
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








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:

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
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


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:
•
•
•
•
•
•
•
•
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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:
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•
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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
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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:
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•
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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:
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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
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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
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 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
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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.
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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
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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
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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
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Posts summer school grades onto student transcripts
Report Cards
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prepares unclear list for exam clearance
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provides instructions to teachers for grade entries/grade export process
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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
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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
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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
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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
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