Administrative Assistant

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The Archdiocese of Chicago Catholic schools serve more than 40,000 students in 150+ elementary and high schools in Cook and Lake counties. It is one of the largest private school systems in the United States. Its schools have received 96 Blue Ribbon awards from the U.S. Department of Education over the past 10 years.

The Administrative Assistant provides essential support to the school's leadership, staff, students, and families. They are expected to hold a high level of professionalism, which includes maintaining strict confidentiality and never discussing private information about families or the school in public settings. As the first point of contact in the school office, the Administrative Assistant ensures the efficient operation of daily office tasks in a manner that reflects the mission and values of a Catholic school. This position requires a warm, welcoming presence, excellent organizational skills, and the ability to manage a wide range of tasks in a fast-paced environment with the utmost confidentiality.

Some of the skills required for this position include; strong written and verbal skills, demonstrate excellent interpersonal skills, represent the school with professionalism in appearance, words, and actions, ability to maintain confidentiality and use good judgement, and finally be collaborative with other staff, parents, and school helpers.

Key Responsibilities

• Office Management & Communication.
• Greet all visitors warmly and maintain a welcoming, professional front office environment. This includes being on time ready to open the doors at listed time.
• Answer phones, route calls, take messages, and respond to emails in a timely and courteous manner no more than 48 hours.
• Maintain confidentiality in all school and student-related matters. This includes conversations of inner school details with parents present.
• Communicate effectively and respectfully with parents, faculty, and staff.
• First Aid needs beyond the teacher. Call home when kids are sick. Order First Aid supplies.
• Verify that all new parents, school helpers, and staff have completed required Virtus training prior to engaging in any school activities. Then, on a monthly basis, verify that all parents and school helpers are current on all required Virtus training.
• Assist with onboarding new staff or volunteers.
• Supporting the school staff with tuition & fees collections (incl Extended Day); as well as Action for Children processes as needed. (collecting money, making deposit slips, making daily records)
• Extended day - keep track of weekly attendance and send to the FACTS operator to add fees.
• Follow best practices-maintaining proper cash controls ,recording, and submitting for deposit in a timely manner.

Administrative Support

• Support the principal and leadership team with scheduling, correspondence, and documentation.
• Prepare and distribute weekly school DoJo communications and any email reminders.
• Maintain accurate student and staff records, including attendance, tardies and emergency information.
• Assist in managing and organizing school events; Scholastic Books, Bingo, Taffy Apples, Worlds Finest Chocolate, popcorn fundraisers.
• Keep track of fundraising.
• Maintain school files, databases, and documents (paper and digital), Powerschool grades and courses, emergency contacts, add new staff.
• Powerschool; print progress reports and grades. Close out semester for trimester.
• Assist with enrollment, transfers, and cumulative student records
• Support state and diocesan reporting requirements (Virtus, medical, vision, and dental, ISBE required documents.
• Assist with ordering and inventory of office and classroom supplies.
• Assist with other duties as assigned
• Assist with fundraising for taffy apples, chocolate, and Bingo. Initial set up of bookfair and give it off to FSA.
• Will assist in buses for field trips if needed and have mini presentations for teachers.
• Help coordinate substitutes for teachers and staff as needed

The Archdiocese of Chicago offers a comprehensive total rewards package to include competitive compensation and benefit programs. Information about our benefit programs is available here.

This position has an hourly range of $ $17.00. An employee's pay within the hourly range will be based on many factors including but not limited to: relevant education, qualifications, experience, skills, geographic location, and organizational needs.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.