Administrative Coordinator

2 weeks ago

Appleton, United States St. Francis Xavier Catholic School System Full time

The Administrative Coordinator at St. Francis Xavier Catholic School System will play a pivotal role in providing comprehensive administrative support across various teams to ensure the seamless operation of the system’s administrative offices. The ideal candidate will blend exceptional administrative expertise with innovative marketing strategies aimed at elevating Xavier Catholic Schools’ brand presence and fostering greater community engagement.


What you'll do:

  • Manage the President's schedule and communications, representing the President with internal and external interactions.
  • Provide additional administrative support to diverse administrative teams, including finance, human resources, advancement, academics, and admissions as required.
  • Independently handle projects such as preparing monthly baptism letters, certificates, and gifts.
  • Coordinate communications with the President and various stakeholders, including Vice Presidents, the Board of Trustees, and the Corporate Board.
  • Assist in scheduling meetings and events, taking minutes, and ensuring timely follow-up actions post-meetings.
  • Coordinate transportation logistics with bus companies and school districts, addressing any student-related issues. Submit regular transportation reporting.
  • Collaborate cross-functionally with third party vendor(s) to develop and execute marketing strategies aimed at enhancing brand visibility.
  • Curate engaging content for the School’s social media accounts, and schedule and publish the content to maximize reach and community engagement.
  • Run student reports for various stakeholders to include school administration, staff, and parishes as requested.
  • File reports for the Department of Public Instruction (DPI) and manage reporting requirements for programs such as WPCP/SNSP.
  • Coordinate PowerSchool activity lists for different enrollments across all four campuses.
  • Verify student/family data for tuition purposes and facilitate direct certification.


What it takes:

  • High School Diploma required; bachelor’s degree in related field preferred.
  • Minimum 3 years of advanced administrative experience, preferably in an educational or nonprofit setting.
  • Strong written and verbal communication skills. Including editing and proofreading.
  • Familiarity with content marketing, social media, and other contemporary marketing methods.
  • Strong proficiency in technology, Microsoft Office Suite, and Google products.
  • Proven track record or executing duties with an elevated level of professionalism, flexibility, discretion, judgement, accuracy.
  • Possesses the ability to perform autonomously, navigating tasks without explicit instructions.
  • Ability to handle sensitive issues with discretion and maintain confidentiality.
  • Demonstrates outstanding organization skills with meticulous attention to detail and ability to prioritize tasks frequently.
  • Capable of establishing and maintaining highly effective working relationships with colleagues and stakeholders.
  • Valid Wisconsin driver’s license with the ability to travel between campuses (10 mile radius) as needed.
  • Submission to a legal background check.


This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.

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