Ursuline Academy, an independent Catholic school for young women in Grades 7-12 in Dedham, MA, seeks a highly motivated individual to join our school as Executive Assistant to the Head of School (HOS).  In this unique position, the right individual will offer critical support to the Head and ensure the effective operation of the HOS’ office in today’s fast-paced educational environment.  The Executive Assistant should be able to anticipate what needs to be done, discern key issues of importance that need the attention of the Head of School, and provide excellent follow through. The Executive Assistant also serves as liaison to the Board of Trustees and the senior administrative team.

In support of the Head of School:

• Executes a broad range of administrative tasks for the Head of School, including scheduling of meetings and managing an active calendar, drafting and preparing correspondence, compiling documents for meetings, making travel arrangements
• Communicates directly and on behalf of the Head of School on matters relating to school initiatives
• Provides direct support for the Board, Board committees, and senior administrators as needed
• Prepares presentation materials for the Head
• Helps ensure Board compliance with bylaws and regulations, including preparation and distribution of board materials prior to meetings as well as recording and maintaining minutes 

In the role of coordinator: 

• Interfaces with all members of the Ursuline community, including trustees, administrators, faculty, staff, students, and parents
• Contributes to institutional efforts, making recommendations on efficiencies and sharing of information, informed by the unique perspective of this position
• Liaises with Facilities on matters concerning maintenance and building operations
• Coordinates HR functions, such as offer letters, calendar of performance evaluations, staff professional development, etc., in conjunction with the Business Office
• Arranges hospitality for board meetings, employee events, and other gatherings
• Serves as backup to the Business Office through cross training in certain functional areas
• Organizes ordering of office supplies and support services for certain departments

In the role of project manager:

• Manages projects, often involving committees and consultants, with a high degree of independence and ownership
• Tackles research projects requiring initiative, creativity, and problem solving skills
• Schedules and attends strategic planning meetings, capturing minutes.  
• Attends meetings, when needed, in lieu of the Head of School; actively captures and reports the sense of the meeting

Qualifications:

• Bachelor’s degree with five years of experience, ideally in support of senior level professionals
• An appreciation for Ursuline’s mission and a sense of the joy that comes with educating young women
• Ability to manage sensitive and confidential information
• Comfortable with deadlines, shifting priorities, and a fast-paced environment
• Strong and proven communication skills, in oral and written forms
• High degree of personal organization and self-management
• A cooperative demeanor, a good sense of humor, and a willingness to pitch in as needed
• Ability to work flexible hours when needed
• Comfortable working independently and simultaneously across multiple projects while maintaining priorities and a strong sense of ownership. 
• Strong proficiency in Microsoft Office and/or Google suite applications
• Excellent social skills, with the ability to interact with diplomacy, tact, and empathy

Qualified, interested applicants are encouraged to submit a letter of interest, resume, and three references to Regina MacLeod at rmacleod@ursulineacademy.net.

We are accepting applications for the immediate hire of a full-time, twelve-month, Registrar who supports areas of scheduling and student record management and reports directly to the Principal.  The school seeks to hire and retain employees who are skilled in their field, involved participants in the school community, active in their faith, and enthusiastically dedicated to carrying out the mission of the school.  Flexibility, a collaborative and professional spirit, excellent communication skills, and a commitment to Catholic education are essential. 

The ideal candidate will:

• model for students the mission and values of Ursuline Academy 
• connect with students, parents, and colleagues in a professional way 
• create and maintain the academic calendar of processes, submissions, and grade dates
• serve as the coordinator and creator of the academic schedule in partnership with the administrative team to organize course offerings, teaching assignments, room assignments, lunch assignments, and studies
• manage communications between department heads, administration, and book providers
• maintain accurate section lists for grade levels and classes, and create a final exam and special schedules
• lead meetings about academic year calendar planning
• train students, parents, and colleagues on all aspects of Student/Parent Portals and communication, provide daily support to ensure the accuracy and timeliness of academic grades, report cards, and progress reports postings
• create and coordinate the scheduling for Parent-Teacher Conferences
• track student graduation requirements and work collaboratively with faculty and school administration in the production and dissemination of report cards and transcripts for all students
• coordinate the processing of the year-end rollover and new academic year student database records to ensure that records reflect the accurate status of all students and the records/notices of withdrawal of students
• compile information and prepare and maintain a variety of data, records, and reports related to students; testing, books and materials, grades, eligibility, transcripts, school directory, and the master schedule
• track demographic data for students and parents via the Contact Database, and work with other departments to ensure continuity and integration of data in various databases
• contribute as a full community member by participating constructively in faculty discussions, meetings, and committees 
• embrace opportunities for professional development
• perform other duties as assigned

Please submit a resume, statement of interest, and the names of three references to Regina MacLeod at rmacleod@ursulineacademy.net. Please indicate the position you are applying for in the subject line of the email.

Position Title:                                Assistant Director of Facilities
Date Modified:                              June, 2021
FLSA Classification:                       Exempt
Reports to:                                     Director of Facilities

 Position Purpose: Directs, coordinates, and supervises Facilities staff in the day-to-day maintenance of the campus.  Works closely with the Director of Facilities to ensure objectives are accomplished in a timely, safe, and budget-conscious manner.  Exhibits understanding and support of Ursuline Academy’s mission and the goals of the Facilities Team, as set forth by the Director of Facilities, in personal conduct and management of others.

Essential Functions

• Provides proactive day to day leadership, supervision and support for the maintenance, landscaping, and custodial staff.  Participates in the hiring and scheduling of all Facilities staff at the school.  Maintains standards and ensures quality control.
• The Assistant Director is the “eyes on the campus,” constantly surveying and identifying needs and opportunities to repair, improve and make safe. 
• Communicates regularly with the Director on the status of projects, identified needs, challenges, personnel matters, etc.
• Manages responses to facility work orders originating from building users via the School Dude work order system, using established processes and develops new processes as appropriate.
• Collaborates with program and staff leadership, to understand special needs and maintain quality of support to the mission (e.g. administration, academic leaders, food service, athletics, technology, security).  Provides facilities support to campus events (e.g. setups and takedowns).
• Under the guidance of and in coordination with the Director, schedules and performs regular preventive maintenance on all building systems, including MEP, roofs, finishes, safety and monitoring systems, school vehicles, and other equipment.
• Oversees regular cleaning of the school, supervises day custodians, and manages any contracted cleaning services.
• Under the guidance of and in coordination with the Director, ensures compliance with local, state, and federal regulatory requirements, including work safety regulations.
• Under the guidance of and in coordination with the Director, implements improvements to campus safety and security, whether recommended by safety consultants, or as recognized by the Director or others.
• Encourages professional development of staff through training, goal setting, and provides important input for performance reviews. 

Qualifications

• Five to ten years of related technical work experience is required, including a minimum of two years’ experience in an educational setting. Related experience could entail construction, plant engineer, or facility management.
• Proven personnel management skills with aptitude to judge quality of performance in several major technical trades and personal experience in at least one technical trade (carpentry, mechanical, electrical, structural).
• Proficiency with technology skills to allow preparation of reports in Excel and Word, managing work orders, and sufficient aptitude to operate building automation systems. 
• Strong communication skills (oral and written) and confidence in conveying information to all types of members of the community, including teachers, administrators, students.
• Ability to adapt behavior to function effectively in the institution’s culture, including those specific to the Ursuline Academy tradition.
• Commitment to the institution’s needs and readiness to respond 24/7/365 as reasonable and necessary
• College or trade school degree or equivalent experience required, preferably in one of the following disciplines:  Industrial Management, Construction Management, Civil, Mechanical or Electrical Engineering, or Architecture.

Physical Requirements and Work Environment

• Frequently lift equipment and materials weighing 50 pounds or more.
• Crawl, climb ladders, twist, turn, and reach in completing a variety of job duties.
• Work outside in hot or cold conditions for extended periods of time.
• Work in a wide variety of environments as found in all areas of the school.

Interested candidates are encouraged to submit a resume and the names of three references to Sharon Tolland at business@ursulineacademy.net.

Position Title:    Maintenance Worker
Hours: 40 hours per week, Monday – Friday with some overtime required.

SUMMARY
Perform a wide variety of facility, infrastructure, and utility system maintenance, repair and renovation tasks at the semi-skilled (and sometime skilled) level.

RELATIONSHIPS
This position reports to the Director of Facilities and works closely with campus faculty, staff and vendors.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Must be able to successfully perform the following essential duties and other duties as may be assigned.

• Perform a wide variety of miscellaneous repairs, assembly and installation.
• Perform daily inspection and opening of school and walk through inspection of Academy, mechanicals and grounds.
• Perform daily cleaning/sanitation/hygiene/custodial/trash & recycling in all buildings.
• Inspect and test systems, machinery and equipment.  Repair and maintain as necessary.
• Identify supplies, equipment, machinery, etc., required to perform the job.
• Operate a variety of shop machinery and equipment and complex hand/power tools.
• Prep sports fields and gymnasiums for seasonal sports.
• Perform snow removal and sanding, landscape mowing, trimming and mulching, and use of irrigation system.
• Must be able to follow directions and work without supervision.
• Typical "other" duties include but are not limited to:
• Assisting in preparations for special events
• Assisting in traffic and parking control.
• Periodically perform maintenance on-call duty.
• Additional responsibilities as assigned.

SUPERVISORY RESPONSIBILITIES
This position has no supervisory responsibilities

EDUCATION AND/OR EXPERIENCE
Three to five years’ experience performing the duties listed above is required. Three-five years’ experience in plant operations or general building trades with experience and skills in two or more of the following trades and crafts are required:  electrical, plumbing, carpentry, painting, masonry, and HVAC.  Experience in a similar position is preferred.  Must be a self-starter and able to perform work at the semi-skilled level with some supervision background and must possess good communication and customer-service skills.  Must be knowledgeable of and follow safety rules, regulations and policies.  A high school diploma is required and a one-year certificate from college or technical school is preferred. Must be able to speak, read, write, and understand English.

CERTIFICATES, LICENSES, REGISTRATIONS
A current Massachusetts driver’s license is required. A background check is required and must be successfully completed before employment can be offered or started. 

PHYSICAL DEMANDS
The physical demands are those needed to successfully fulfill the job duties and responsibilities articulated above. This includes bending, stooping, climbing, lifting and walking.

Interested candidates are encouraged to submit a resume and the names of three references to Sharon Tolland at business@ursulineacademy.net.