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Compensation
Salary range: $50,000 - $65,000, commensurate with experience. Wolcott College Prep offers a comprehensive benefits package including medical, dental, vision and life insurance as well as retirement plan options and a 401k matching program.
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.
Wolcott School offers an exemplary high school program for students with learning differences, tailored to the strengths and aspirations of each student. Employing best practices, our expert faculty is dedicated to helping students gain self-awareness, confidence and resilience as well as the academic, social and communication skills to flourish in college and beyond. As valued members of our diverse and close-knit community, Wolcott students develop their sense of responsibility and purpose.