Position Type:
Student Support Services/Director of Student Services

Date Posted:
4/25/2024

Location:
Carmel Catholic High School-Mundelein

Date Available:
07/01/2024

SUMMARY
The Director of Student Activities works to ensure the programming of activities and events for students is accomplished in a coordinated and effective manner. Facilitation of structures aiming students at high standards of conduct during extra-curricular activities, field trips, and community building opportunities is an integral focus of this role. Articulation with various departments and personnel throughout the school, as well as with entities outside the school, are essential.

QUALIFICATIONS AND SKILLS

• Ability to support the mission of the school
• Ability to maintain confidentiality

• Master's Degree in a related field preferred
• Five years of classroom teaching experience preferred
• Ability to filter decisions through the overall goal, which is to identify student needs for extracurricular activities and drive opportunities to reality
• Excellent verbal and written communication skills
• Advanced technology skills are essential for Axiom/Veracross, Excel, Google Sheets,
• Ability to multitask
• Ability to organize, establish processes with time frames, and meet deadlines
• Convey a positive attitude while supporting the work of all departments of the school
• Strong in problem solving and logistics with ability to structurally pivot to make activities happen
• High energy, a "can do attitude", and ability to work outside the traditional school day are all critical to successful execution of this role
• Ability to work with and support diverse groups of students and parents

SPECIFIC DUTIES
Activities in general

• Coordinates all student activity-related scheduling within the context of the master calendar and ensures its accurate addition into Veracross, including visibility specifications
• Coordinates yearly revision of policies regarding student activities, field trips and clearly communicates processes to applicable personnel
• Supervises and supports the division, honor society and club moderators and academic team coaches.
• Monitors evaluation of student activities; ensuring that activities are in line with Carmel's Mission
• Maintains master list of activities moderators and coaches along with stipend details
• Works with Principal's office regarding filling open activities positions and communicating stipend details to Human Resources
• Approves club, honor society, division, and academic team events or CCHS hosted competitions and works with moderators/coaches regarding procedures, supervision, and communication
• Approves and oversees club, honor society, division, and academic team outreach and non-CCHS student events, working in collaboration with the Chief Enrollment and Advancement Officer to maintain standards throughout
• Works to expand quality activities offered to all students and increases opportunities for student socialization and engagement outside the school day
• Oversees student proposals for new activities / clubs, communicates process, monitors the pilot experience, and evaluates transition from pilot activity to official club
• Encourages moderators to actively use communication channels including CDN and Communication submissions via the Veracross Portal; actively advertises activity opportunities and achievements
• Approves hallway and locker postings and their content throughout the school and communicates related procedures
• Manages the Student Activities Credit Card, activity budgets, and all activity spending
• Creates and manages Veracross forms for collection of all academic related fees, PE uniforms, ACT prep class, additional events, or other as needed
• Maintains all activity items in the activities storage closet
• Assists with managing bells, in conjunction with current bell point person

Honor Societies

• Supports moderators through their selection process; communications; bylaws revisions; meeting, and event plans
• Ensures payment of related chapter fees and membership dues in conjunction with moderators
• Coordinates honor cord process for Graduation; including master list of Seniors in Honor Societies, Veracross forms for collection of fees from families, communication, assembly of honor cord envelopes, and distribution at Graduation Practice
• Works with moderators for Honor Society Induction ceremonies including planning, Veracross events, communication, and execution

Academic Teams

• Ensures payment of related competition fees and membership dues in conjunction with coaches (also Fine Arts performance groups - related fees and travel group needs)
• Supports coaches through scheduling practices, competitions, and events; purchasing; recruiting; and planning as needed including reservation requests, maintenance requests, and building access

Student Council & Divisions

• Oversees student council and division moderators; supports/collaborates to execute all school dances, grade specific social events; includes Veracross forms, events, composer emails, portal postings
• Attends all major dances for supervision and ticketing
• Attends additional student division events as needed for supervisory presence
• Collaborates with Student Council Executive Board Moderator and Chief Enrollment and Advancement Officer regarding approval and execution of all Charity Drives and all student driven community outreach opportunities, (e.c. student proposals for clothing, sporting equipment, school supply, etc. drives, "Sportacular", Girls Stem Day, etc.)

Field trips and Activity related travel

• Facilitates all academic and activity related field trips including proposal process, approval, prioritization, scheduling, Veracross electronic forms for all payments, finances, attendance configuration, emergency rosters, chaperones, communication, and parent meetings.
• Serves as the first emergency contact for off-campus student events.
• Secures transportation, lodging, meals, and travel related facets for field trips, clubs, student activity, fan bus, and academic team travel.

Spirit Building

• Point person for the Mascot; including training, maintaining procedures and the suit
• Point person for the Student Section Leaders; including application process, training, procedures, game day oversight and clean up
• Encourages student involvement in the stands; distributes wristbands during lunch waves
• Oversees coordination of Spirit Weeks; working with Student Section Leaders, Student Council, CDN, and Boosters II; coordinating themes, events, and attire details with direct approval from the Deans
• Coordinates school gatherings and celebrations in conjunction with Athletic Department and Administration (e.g. parades, rallies)
• Secures fan buses as needed, related sign up forms with permission and payment
• Ensures wristband distribution to student body during lunch waves, as needed and related communications to students
• Assists with Catholic Schools Week activities

Street Scenes

• Works with director on student roles including Veracross events, form, and related communication; supports the school mission by encouraging student involvement and community building during this event
• Assists with logistics as needed for planning and relocation of items
• Works to maintain safety and cautious, respectful use of the school building
• Point person for hallway decor, non-damaging supplies, artwork process, and student involvement
• Coordinates supervision for student volunteers
• Facilitates Veracross electronic forms for Street Scenes Student Show cast, crew, and pit fee payments and permissions

All school gatherings

• Coordinates student movement and logistics as needed
• Creates and implements Mass Map/seating chart; PA dismissal including announcements
• Adjusts lunch wave times to maintain equivalent numbers for each.
• Junior Class Mass - Coordinates with Campus Ministry on logistics: lunch wave amendments, bus numbers, chaperones, student movement process, communication

Summer into school year

• Coordinates Student Yard Signs for seniors and freshmen; planning, ordering, address lists, distribution, problem solving, and leftovers
• Oversees Taking Care of Business Days in the summer (currently 3); collaboratively plans these with the Chief Technology Officer and Academic Administration
• Oversees school portraits/ID pictures and make up dates, distribution of ID cards, and replacement ID cards
• Facilitates August New Parent Orientation; planning and communicating
• Coordinates Student Orientations in consultation with Academic Administration: including bus drills, deans meetings, Advisory content, overall schedules
• Updates Activities content for the school website, sending updates to Marketing, and revising on an ongoing basis
• Facilitates Activities Launch events and student recruitment
• Posts master list of activities and sign up codes in the Student Portal and updates as needed

Year-end Events

• Responsible for graduation ceremony planning, in consultation with the Principal's office and Senior Division Moderators; includes rentals, sound, set up, decor, identification of key alumni, faculty, and board members, program, script, handicapped seating and support, related communications, faculty and staff gown inventory
• Event Planning and execution of the Senior Gratitude Banquet with the Division Moderators and Principal; point person for rentals, catering, set up, decor, Veracross event, form, and communications

• Attends events as determined by the Principal and in conjunction with need of supervisory presence

• Program and Student Life Committee member
• Long Range Planning Committee member and point person for Student Life
• Collaboration with internal personnel or external organizations as needed to further the CCHS Student extracurricular experience.
• Teach class(es) as directed by the principal

ENVIRONMENTAL DATA AND JOB HAZARDS
The Director of Student Activities position is a twelve month position. Office hours are 7:30am.-3:30pm., Monday through Friday. Attendance is required at: Class Specific Events (masses, retreats, dances), Freshman Parent Orientation, Back-to-School Night, Open House, Registration events, Street Scenes, Senior Honors, Baccalaureate, and Commencement. Evening and weekend presence is required based on demands of responsibilities, particularly with field trips and social events.

PHYSICAL AND MENTAL DEMANDS
Must have the ability to work in situations involving measurable or verifiable criteria; situations dealing with people, performing under stressful situations, and working with set limits, tolerances, or standards.