Administrative Assistant

Job Type

Part-time

Description

Administrative Assistant (Part-Time)

St. Mary's School is a PK-8 Catholic school dedicated to providing a high-quality education rooted in faith and service. We strive to create a warm, welcoming, and safe learning environment that supports the spiritual, academic, and social development of every student.

Position Summary

The Administrative Assistant serves as the primary point of contact for the school community and plays a crucial role in supporting the daily operations of the main office. This position provides essential clerical and administrative support to the Principal, faculty, and staff, ensuring an efficient and welcoming atmosphere for students, parents, and visitors. The ideal candidate is highly organized, proficient with spreadsheets, and experienced in school safety protocols and marketing communications. This role requires a friendly and professional demeanor, combined with firmness and diligence in managing school security.

Compensation: $16.00 per hour

Schedule: Part-time, 4 days per week (25-28 hours/week)

Benefits Overview: Summary of Benefits

Reports to: Principal

Essential Duties and Responsibilities

Front Office and Communication:

• Serve as the primary receptionist, greeting and assisting all visitors, students, and parents with a positive and welcoming demeanor.
• Answer and direct incoming phone calls, emails, and other correspondence in a timely and professional manner.
• Ensure the front office operates smoothly by managing daily office tasks, including mail, deliveries, and maintaining a neat reception area.
• Prepare and distribute school-wide communications, such as newsletters, memos, flyers, and event programs.
• Serve as a school nurse for minor accidents and illnesses for students

Administrative Support and Organization:

• Maintain and manage student records, including attendance, health records, and emergency contact information, with strict adherence to confidentiality.
• Utilize spreadsheet software (e.g., Microsoft Excel, Google Sheets) to track and analyze data for administrative reports, student enrollment, and attendance records.
• Assist the Principal and staff with administrative tasks, scheduling, and preparing documents, reports, and presentations.
• Manage school records and update the school's online calendar with events and deadlines.
• Order and maintain inventory of office supplies and other essential classroom materials.

School Safety and Security:

• Diligently manage building security by monitoring the main entrance and ensuring all visitors follow established check-in procedures.
• Maintain a firm and consistent approach to safety protocols while remaining calm and reassuring during emergencies.
• Assist in coordinating and communicating emergency procedures and drills with staff and students.
• Work with the Principal to ensure compliance with diocesan and local safety regulations.

Marketing and Outreach:

• Support the school's marketing and enrollment efforts by assisting with the creation and distribution of promotional materials.
• Help facilitate school events and open houses by preparing materials, coordinating logistics, and engaging with prospective families.
• Update and maintain the school's website and social media presence with approved content.

Working Conditions

• This is a part-time, hourly position working primarily in a standard school office environment.
• The role may require the ability to sit, stand, bend, and lift up to 25 pounds.
• The candidate must be able to manage high levels of stress calmly and respond effectively during emergencies.

Requirements

Qualifications and Skills

• Prior administrative or office experience, preferably in an educational setting.
• Proficiency in Microsoft Office Suite, especially Excel, and Google Workspace.
• Exceptional organizational skills and a strong attention to detail.
• Excellent written and verbal communication skills, with a positive and professional demeanor.
• Ability to maintain confidentiality and discretion in all matters involving students, staff, and families.
• Familiarity with Catholic teachings and a willingness to support the mission of a Catholic school.
• Experience with school safety procedures and a commitment to upholding a secure environment.

Salary Description

$16.00 per hour

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