Administrative Assistant

Job Title: Administrative Assistant

Supervisor: Principal

Job Type: Full-Time, Year-Round

Job Summary:

St. Francis Borgia Catholic School's Administrative Assistant plays a crucial role in supporting the principal and ensuring the smooth operation of the school's administrative functions. This position requires enthusiasm for Catholic identity and excellent organizational, communication, and multitasking skills to assist in maintaining records, coordinating schedules, and facilitating communication between staff, students, and parents.

Key Responsibilities:

Administrative Support

• Provide direct administrative assistance to the principal, including scheduling meetings, handling correspondence, and preparing reports
• Manage phone calls, emails, and in-person inquiries, directing them to the appropriate personnel as needed
• Maintain school records, including student files, attendance records, and staff documentation
• Prepare letters, emails, newsletters, and other school communications

Office Management

• Oversee office supplies and ensure the office is well-stocked and organized
• Maintain and update school databases and filing systems
• Assist in the preparation and distribution of reports, newsletters, and meeting agendas
• Coordinate and schedule appointments, meetings, and school events
• Take accurate meeting minutes and distribute to appropriate committee members

Student & Parent Interaction

• Serve as the first point of contact for students, parents, and visitors, ensuring a welcoming and professional environment
• Schedule and coordinate tours for potential new families
• Assist with student enrollment, registration, and withdrawal processes
• Handle inquiries from parents regarding school policies, procedures, and events

Support for School Operations

• Assist in coordinating substitute teacher assignments and staff coverage
• Coordinate field trips transportation and budgetary requests with teachers
• Support the principal in managing school-wide initiatives and projects
• Help facilitate emergency drills, safety procedures, and compliance with school policies
• Assist with financial tasks such as processing invoices, purchase orders, and budget tracking