Human Resources Coordinator at The Frances Xavier Warde School in Chicago, Illinois

Job Description:

Position Title: Human Resources Coordinator
Status: Part-Time (12-months) FLSA Classification: Hourly, Non-Exempt
Reports to: Chief Finance & Operations Officer (CFO/COO) Effective Date: 09/2024

Staff at The Frances Xavier Warde School (FXW) are hired with the invitation and encouragement to be life-long learners. FXW will employ staff who enjoy working with students, who are progressive and innovative in their craft, who are great colleagues, and who truly find joy in their profession. We expect that an FXW staff member possesses the necessary knowledge, leadership skills, character, and commitment to be productive members of the FXW community. Additionally, FXW staff will adhere to the unique Catholic mission and interfaith values of FXW School.
At FXW, we aspire that each staff member is successful. To do so, an FXW staff member will:

• Be willing to grow in their profession.


• Embrace the FXW Mission and Charisms.


• Complete annual goals and seek professional development opportunities.


• Maintain a positive rapport with all members of the FXW community.


• Fulfill routine duties and expectations in a dependable manner.

Primary Function

Under the general, technical, and administrative supervision of the Chief Finance & Operations Officer and in accordance with established policies and procedures, the Human Resources Coordinator responsibilities include, but are not limited to:

• Provide exceptional human resource related customer service to employees.


• Support employee safety, welfare, wellness, health reporting and employee services.


• Maintain and update personnel records in compliance with FXW and legal requirements; enter accurate data into all human resource related information systems.


• Participate in developing and supporting department goals and objectives.


• Maintain employee confidence and protect confidentiality of personnel data.


• Assist with new hire onboarding, including participating in new employee orientations.


• Support FXW’s HRIS Systems administration vendor and FXW’s Administration to maintain and uphold the FXW Employee Handbook.


• Work with FXW’s HRIS Systems Administrator and coordinate the development, editing, and updating of job descriptions for all employees. Coordinate with supervisor’s annual job description audits and reclassify employees as appropriate under the Fair Labor Standards Act (FLSA).


• Coordinate with the FXW’s HRIS Systems Administrator to ensure compliance with federal and state statutes/laws such as FMLA, ADA, Sexual Harassment, OSHA, Worker’s Compensation, etc. Meet with employees as appropriate and refer them to FXW’s vendor (Group Absence Management) for documentation. Managed the process with vendor and the HRIS Systems Administration to ensure proper filings.


• Oversee or coordinate the FXW’s personnel management, which includes but is not limited to talent acquisition and management, hiring, onboarding, orientation, discipline, termination, and offboarding, and any matters related to counseling, and mediation.


• Arrange quarterly and annual State Unemployment Insurance reports.


• Work with the CFO/COO to complete annual compensation and benefit surveys using NAIS DASL, NBOA and other databases for independent schools.


• Assist in development and maintenance of Faculty Salary/Compensation Scale.


• Organize and provide training for department heads and team leaders on various HR topics including, but not limited to hiring, onboarding, interviewing, performance reviews, performance improvement plans, employee coaching, termination, and offboarding.


• Maintain the Vector and Virtus compliance systems to ensure training is available and completed by all employees. Provide periodic reporting and updates to managers for input into FXW’s evaluation systems.


• Special projects as assigned.

Qualifications and Requirements
A candidate should hold or have:

• A bachelor’s degree in human resources or related field


• PHR (Professional in Human Resources) Certificate is preferred.


• Prior human resources or employee relationship experience


• Proficiency with MS365 is necessary and knowledge of Paycom or a similar HRIS system is preferred.


• Strong verbal and written communication skills


• Excellent analytic and problem-solving skills with the ability to take a thoughtful approach to addressing challenges quickly, efficiently and without compromising excellence.


• Sound professional judgement and confidence.

Although FXW is an Independent Catholic School, all faculty and staff comply with the Archdiocese of Chicago’s Protecting God’s Children Requirements.

Key Relationships

The Coordinator of Human Resources is supervised, evaluated, and mentored by the CFO/COO. Other key relationships include Head of School, Administration, campus leadership, and employees.

Non-Discrimination Policy
It is The Frances Xavier Warde School’s goal to attract, recruit and retain exceptional faculty and staff that are inspiring, diverse, and committed to the school’s mission. We support our teachers and staff by welcoming them into an environment that encourages them to excel and by maintaining a rich benefits package that helps them to flourish and grow personally and professionally. FXW will not engage in discrimination or harassment against any person because of race, color, religion, sex, national origin, ancestry, age, order of protection status, genetic information, marital status, disability, sexual orientation including gender identity, unfavorable discharge from the military or status as a protected veteran and will comply with all federal and state nondiscrimination, equal opportunity and affirmative action laws, orders, and regulations. This nondiscrimination policy applies to student admissions and employment.

Mission Statement
The Frances Xavier Warde School is a Catholic elementary school in downtown Chicago that provides an excellent academic, values-oriented education to students of all ethnic, religious, cultural, and socio-economic backgrounds in a child-centered urban environment. As a keystone of its diverse community, The Frances Xavier Warde School provides need-based scholarships to thirty percent of its students.
The Frances Xavier Warde School partners with its families, nurtures faith development for its Catholic students, and engages all its students to learn about and respect other faith traditions. The Frances Xavier Warde School uses a rigorous curriculum that enables students to grow, clarify their values, and develop decision-making skills and a sense of responsibility for themselves and the world they will inherit.