Washington, D.C.
Posted: 27-Apr-26
Location: Chicago, Illinois
Type: Full Time
Salary: $50,000 - $65,000
Categories:
Salary Details:
Mission Statement
Wolcott College Prep, an independent high school in Chicago's West Town neighborhood, offers an exemplary college-preparatory education for students with learning differences, tailored to each student's strengths and aspirations. Employing best practices, our expert faculty is committed to helping each student achieve academically, communicate effectively, and grow socially as well as develop the self-awareness, confidence, and resilience to thrive in college and beyond.
Job Summary
Wolcott is seeking a detail-oriented, systems-savvy coordinator to serve as the school's primary administrator of Veracross, our student information system (SIS), while also providing operational support across two key departments: Admissions and College Counseling. This is a newly created role designed to centralize student data management and reduce the administrative load on department leaders so they can focus on direct student support.
The ideal candidate is highly organized, comfortable working across departments, and excited about using data systems to improve how a school operates. Prior experience with Veracross is a plus, but not required — we will train the right person. This is a 12 month position.
Essential Duties and Responsibilities
Veracross System Administration
- Serve as the school's primary point of contact and administrator for the Veracross SIS
- Maintain accurate, up-to-date student records, including enrollment data, course information, back-to-school forms, and contact details, in accordance with ISBE requirements.
- Build and run reports for school leadership and department heads as needed
- Support staff in using Veracross effectively; troubleshoot access and data issues
- Ensure data integrity and compliance with FERPA and SOPPA requirements
- Coordinate with Veracross support and internal stakeholders during system updates or new feature rollouts
Registrar Functions
- Maintain official student records, transcripts, and enrollment documentation
- Process course enrollments, schedule changes, and grade reporting in coordination with the Academic Dean
- Respond to transcript requests from students, families, and external institutions
- Support the annual course scheduling process and academic calendar coordination
- ACT Data and Score Report management
Admissions Support
- Manage inquiry and applicant tracking in Veracross; ensure records are complete and current
- Support the Director of Admissions with sending acceptance notifications and distributing enrollment agreements; track returned agreements and follow up as needed
- Support the Director of Admissions with data reporting on pipeline, enrollment trends, and inquiry sources
- Assist with event logistics for open houses and prospective family programming
- Support marketing and outreach efforts as directed by the Director of Admissions
College Counseling Support
- Maintain up-to-date student profiles and college application tracking
- Support the Director of College Counseling with scheduling student and family meetings
- Assist with deadline tracking, document collection, and reporting on college outcomes data
- Help prepare data summaries and reports for college counseling presentations to students and families
Qualifications
Required
- Bachelor's degree or equivalent experience
- Exceptional organizational skills and attention to detail
- Comfort working with data systems and databases; ability to learn new software quickly
- Strong communication and interpersonal skills — able to work across multiple teams
- Discretion and judgment in handling sensitive student and family information
- Proficiency in Google Workspace (Docs, Sheets, Calendar)
Preferred
- Experience in an independent school, college, or nonprofit setting
- Familiarity with student information systems (Veracross, Blackbaud, PowerSchool, or similar)
- Understanding of FERPA and student data privacy requirements
- Experience supporting admissions, registrar, or college counseling functions
Wolcott College Prep does not discriminate on the basis of race, color, national origin, age, sex, disability, or religion in the administration of its hiring policies.
