Part-Time Position
Responsibilities:

• Collaborate with the Co-Director of Robotics Program Administration to provide student engagement experiences
• Collaborate with the Co-Director to recruit students and develop onboarding and orientation activities for students
• Guide and support students in building a FIRST Robotics Competition robot
• Guide and support student skill development
• Recruit and provide guidance for adult Robotics mentors
• Work with Robotics student leaders to plan and organize robotics meetings, competitions, and outreach events and projects
• Track student attendance and participation

ROBOTICS CO-DIRECTOR FULL DESCRIPTION AND APPLICATION

Full-Time Position
Responsibilities:

Database Giving Operations

This role oversees constituents’ giving information and ensures the integrity of the department’s financial data by

• Managing the data entry and processing of all pledges, gifts, and contributions for all fundraising activities coming from multiple sources, including checks, credit cards, stocks/wire transfer, corporate giving, and matching gifts. 
  • Manage corporate giving and matching gift portals and ensure that gifts from direct and third-party aggregators (i.e., Benevity and YourCause) are entered into LGL, tracked, acknowledged, and reported accurately 
  • Ensure all backup/ancillary materials are scanned and linked to appropriate records 
• Maintaining the systems for pledge management by tracking fulfillment. This includes generating pledge reminders, pledge-aging, and cash flow reports.
• Working with the Executive Director of Advancement to create campaigns, funds, and appeals aligned with current advancement goals.
  • Develop, test, and activate forms and payment links for digital appeals
  • Administer all online giving programs, third-party online fundraisers, and peer-to-peer giving campaigns
• Providing standing and ad hoc requests for fundraising performance of Advancement activities to be proactive, accurate, and timely. Reports include, but are not limited to annual reports, annual tax statements, and board reports.
• Collaborating with the Advancement Associate 
  • Oversee the batches submitted by the Advancement Associate 
  • Support the Advancement Associate with reports as needed
• Performing other duties as assigned

Prospect Research, Pipeline Development & Analytics

This role supports an integrated, donor-centered development and stewardship program to strengthen relationships and deepen financial support for NDSJ by 

• Managing the gift acknowledgment process for all donors, ensuring that each donor is recognized in a thoughtful, personalized, and timely manner commensurate with their gift level and frequency. 
• Working closely with the Executive Director of Advancement to build cultivation, solicitation, and stewardship strategies utilizing wealth screening like DonorSearch and other prospect research tools to support campaigns. This person will design, implement, and maintain the moves management strategy for fundraising. 
• Developing custom dashboards, reports, metrics, queries, and strategies to monitor and measure overall performance and trends for all advancement programs and initiatives to support the Executive Director and Advancement Office with analysis of program and campaign results. This includes tracking progress with fiscal year revenue targets and overseeing the creation of custom revenue reports. 
• Collaborating with the Advancement Associate to ensure event registration forms and attendance reports support the donor pipeline for event supporters. 

Liaison with the Finance Department 

This role serves as the liaison between the Finance and Advancement teams by 

• Preparing and submitting daily gift batch reports to the Finance team 
• Managing the fulfillment of donor pledges and reporting on pledge payments, adjustments, and write-offs. 
• Provide monthly and quarterly reports for reconciliation. 
• Provide data, reports, and requested documentation for the annual audit.

DATA SPECIALIST & ADVANCEMENT SERVICES FULL DESCRIPTION AND APPLICATION

Full-Time Position
Responsibilities:

Campus Operations

• Facilities Management
  • Plans, oversees, and assesses the use of campus facilities for school programs to ensure adequate use and preparation of space
  • Manages facility team meetings to align on short- and long-term campus needs and programs
  • Participates in long-term strategic planning for facility stewardship, renovations, and capital development
  • Oversees maintenance, construction projects, and non-academic services
  • Provides personnel management, supervision, and development opportunities for Hines Building Maintenance (HBM) staff, including setting annual goals and assessment processes for all direct reports and communicating with team members on campus-wide initiatives
• School Calendar and Events
  • In collaboration with the Student Program Team, develop and review the school calendar, aligning the facilities calendar accordingly
  • Supports campus events by coordinating facility use and needs with respective departments and team members
• Safety and Security
  • Maintains up-to-date safety protocols and oversees safety drills in compliance with standards, providing training for employees and students
  • Ensures safe school transportation to and from campus for school programs
  • Works with the Director of Facilities and the Director of Student Life to ensure student, faculty, and staff safety through training, protocols, and supervision

Internal Processes and Vendor Management

• Executes business best practices to streamline operations, digitize records, and optimize efficiency
• Collaborates with the Chief Financial Officer to update and improve business policies quarterly and annually, including oversight of:
  • Contract Lead: Manager of bids, agreements, vendor communication, scope of work, scheduling, changes, and annual maintenance
  • Insurance Risk Manager: Liason for proposals, annual updates, budget projections to submit to the finance committee, and management of insurance documentation and claims (car, accident, trips)
• Assists the Chief Financial Officer in managing the annual budget, including variance analysis, invoice inquiries, and capital estimates
• Supports the accounting team on budget requests, variance analysis and invoice inquiries, and special projects, ensuring the efficacy of the accounting system interface, the monthly closing process, and the preparation of check requests and vendor invoices in accordance with policy
• Assists with the acquisition of departmental equipment and tools in accordance with school purchasing policies, ensuring furniture and equipment inventory is accurate
• Distributes, retrieves, and stores keys in accordance with school policy, maintaining a lock box accessible to the Chief Financial Officer and Human Resources team
• Maintains a digital contract library
• Responsible for AkitaBox (facility management software), ensuring access and ID assignment for HBM employees
• Lead digital transformation efforts to transfer key processes and functions to more efficient virtual platforms and systems expenses

Administrative Team Support

• Collaborates with the administrative team to advance institutional strategic priorities
• Centers the school’s mission, hallmarks, graduation outcomes, women’s leadership, and commitment to race, equity, diversity, and inclusion (REDI)
• Communicates bimonthly with the Chief Financial Officer and the Director of Co-Curricular Programs to align priorities and forecast campus needs, ensuring accountability and execution across teams, programs, and departments
• Shapes big picture perspective with the team for communication, solution-finding, and short- and long-term planning purposes
• ​​​​Models professionalism for and with colleagues

DIRECTOR OF CAMPUS OPERATIONS Job Description and Application

Full-Time Position
Responsibilities:

HR Operations & HRIS

• Maintain and update employee records in the HRIS (e.g., Paycom), ensuring accuracy and completeness 
• Process employee changes, including hires, terminations, compensation updates, and job changes 
• Compile and maintain HR data, including headcount, retention, turnover, and compensation 
• Generate regular and ad hoc HR reports 
• Perform regular audits of HR data to ensure compliance and data integrity 
• Maintain organized and confidential employee records 
• Identify and implement process improvements to increase efficiency 
• Support HR projects and other duties as needed 

Payroll Support

• Administer payroll processing to ensure accurate and timely employee payments each pay period 
• Enter and maintain payroll data, including wages, stipends, time worked, leave, and employee changes 
• Review payroll reports and resolve discrepancies prior to payroll submission 
• Assist with payroll reconciliations and documentation 

Benefits & 401(k) Administration

• Administer day-to-day benefits activities, including enrollments, changes, and employee support 
• Assist with open enrollment logistics 
• Process 401(k) updates, including employee deferrals and eligibility changes 

Talent Acquisition & Onboarding

• Manage job postings and track applicants through the hiring process 
• Coordinate candidate communications 
• Conduct reference and background checks 
• Facilitate new hire onboarding, including documentation and training coordination

HUMAN RESOURCES GENERALIST FULL DESCRIPTION AND APPLICATION

• Varsity Soccer
• Lacrosse
• Track and Field

Responsibilities:

• Support and assist head coach at practice, matches, and with administrative duties
• Mentor and train student-athletes in all aspects of sport
• Develop and implement basic principles surrounding the fundamentals of sport
• Train and monitor student use of equipment
• Inventory and properly maintain all equipment
• Oversee transportation of student-athletes to and from competition with the use of school provided vans or parent carpool
• Be able to work evening, weekends, and travel across the greater Bay Area
• Maintain detailed and accurate files
• Effectively & positively communicate to athletes, parents, administration, and school community
• Attend all mandatory athletic department and league meetings including season ending Awards Night
   

ASSISTANT COACH FULL DESCRIPTION AND APPLICATION

• Varsity Soccer
• Track and Field

Responsibilities:

• Mentor and train student-athletes in all aspects of sport
• Develop and implement basic principles surrounding the fundamentals of sport
• Train and monitor student use of equipment
• Inventory and properly maintain all equipment
• Oversee transportation of student-athletes to and from competition with the use of school provided vans or parent carpool
• Be able to work evening, weekends, and travel across the greater Bay Area
• Maintain detailed and accurate files
• Effectively and positively communicate to athletes, parents, administration, and school community
• Attend all mandatory athletic department and league meetings including season ending Awards Night
   

HEAD COACH FULL DESCRIPTION AND APPLICATION

Responsibilities:

• Mentor and train student-athletes in all aspects of Lacrosse
• Develop and implement basic principles surrounding the fundamentals of Lacrosse
• Train and monitor student use of equipment
• Inventory and properly maintain all equipment
• Oversee transportation of student-athletes to and from competition with the use of school provided vans or parent carpool
• Be able to work evening, weekends, and travel across the greater Bay Area
• Maintain detailed and accurate files
• Effectively and positively communicate to athletes, parents, administration, and school community
• Attend all mandatory athletic department and league meetings including season ending Awards Night

HEAD VARSITY LACROSSE COACH FULL DESCRIPTION AND APPLICATION

Responsibilities:

• Mentor and train student-athletes in all aspects of Track and Field
• Develop and implement basic principles surrounding the fundamentals of Track and Field
• Train and monitor student use of equipment
• Inventory and properly maintain all equipment
• Oversee transportation of student-athletes to and from competition with the use of school provided vans or parent carpool
• Be able to work evening, weekends, and travel across the greater Bay Area
• Maintain detailed and accurate files
• Effectively and positively communicate to athletes, parents, administration, and school community
• Attend all mandatory athletic department and league meetings including season ending Awards Night

TRACK AND FIELD COACH FULL DESCRIPTION AND APPLICATION

Full-Time Position
Responsibilities:

Administrative Team

• Works collaboratively in a shared leadership model 
• Centers the school’s mission, hallmarks, graduation outcomes, women’s leadership, and commitment to race, equity, diversity, and inclusion (REDI) in all leadership work.
• Communicates at weekly team meetings, area highlights, changes, and future needs to ensure accountability and transparency
• Provides strong personnel management, supervision, and development opportunities for staff, including an annual performance cycle for staff to support growth
• Manages horizontally with team members and collaborates on cross-area initiatives
• Shapes big picture perspective with the team for communication, solution-finding, and short- and long-term planning purposes.
• Models professionalism for and with colleagues

Academic Advisement

• Partner with stakeholders across campus to develop and implement a comprehensive, holistic education program for students that is focused on individual course pathways, while upholding school and state requirements for graduation requirements, A-G compliance, and UC entrance requirements and their socio-emotional learning and development
• Promotes and enforces academic integrity by upholding the honor code, investigating plagiarism reports, and enforcing disciplinary consequences (restorative practices, detention, suspension, expulsion)
• Creates and informs students and parents of academic policies, student support practices, and Notre Dame learning community expectations
• Lead administrator in counselor/parent meetings regarding students with poor academic performance, misconduct, or unsatisfactory attendance; develops and implements mission-aligned, actionable student improvement plan with counselor and families
• Ensures accurate publication of the course catalog, course selections, and course prerequisites in PowerSchool annually
• In conjunction with the School Information Specialist (SIS), approves updates to the school’s student academic transcript
• Oversees the master schedule ‘build’ each year in partnership with the School Information Specialist (SIS) and the Director of Teaching and Learning (course options based on demand, need, trends; course sections; room assignments; teacher block assignments; scheduling conflicts)
• Oversee six grading periods, ensuring grades are entered, incompletes are approved and cleared in a timely manner, and reports and transcriptions are adequately distributed 
• Serves as National Merit Scholarship Committee liaison, communicating with students, faculty, and staff about selected students and their evolving status, as well as oversees all AP CollegeBoard auditing 

Student Support

• Provides oversight and alignment of the school counselors, learning resource specialists, college counselors, Director of Career and Life Success, and the First Scholars Coordinator 
• Oversees the student engagement team (Counseling, College Counseling, Career & Life Success, Campus  Ministry, Learning Resources, and Educational Innovation) to provide circular support for the student experience.
• Collaborates with the Dean of Students, school counselors, and the Director of Teaching and Learning on issues affecting academic progress (i.e. learning, classroom behavior, academic integrity, academic success, attendance, etc.) to effectively make recommendations for student improvement
• Oversees both Community Circle (including creating the weekly mentor sheet) and Community Programming, and assigns mentors to each of these roles
• Supports the implementation of safe and effective supervision of students during school hours and at school events, including scheduling faculty/staff coverage
• Develops and promotes relevant parent education programs presented by school counselors and college counselors
• Attends school events to maintain awareness of school accomplishments and challenges.
• Partners with the Assistant Head of School and the Director of Admissions to identify enrollment concerns and oversee management of student support documentation as a member of the admissions committee
• Sends Weekly Student Update communication to all students about upcoming events, calendar changes, and timely information
• Collaborates closely with the Student Activities Director to coordinate weekly student activity requests, approvals, and community communications

Student Wellness

• Collaborates with the Director of Operations and Dean of Students to ensure campus safety and security during school hours
• Works with the Director of Mission and Ministry to ensure appropriate pastoral care and counseling support for students and families
• Analyzes trends in student attendance as they relate to academic performance; signs off on all Planned Absence Forms and follows up with families as needed
• Annually develops and reviews the student/parent handbook to ensure updated policies and procedures reflect best practices and mission alignment
• In conjunction with the Wellness Room Coordinator and school counselors, write and monitor all individual student health plans, including students who need to carry prescription medication and protocols for documenting and incidents related to a medical diagnosis
   

Director of Student Life Full Description and Application