Purpose And Scope
Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Flexibility, forward thinking and managing deadlines are critical for this role. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Reports to the head of the department.
The Administrative Assistant assists the Church and the school in the mission of evangelizing. The Administrative Assistant contributes to fostering the Catholic School culture by serving as a witness to students and to the community. By bearing witness to Christ, His Church and the teachings of our Catholic faith, the Administrative Assistant cooperates with Christ in the academic, spiritual, and social education of our high school students. The Administrative Assistant leads, instructs, and utilizes effective pedagogy; obtains necessary academic certificates; participates in continual professional development; maintains detailed and accurate records as required by the school; and imparts a Catholic worldview through the curriculum. In addition to academic preparation, record-keeping and accountability, the Administrative Assistant, as a member of a “house” within Notre Dame Preparatory High School, serves as a mentor and campus minister to all students.
This position requires the ability to effectively communicate via phone and email; ensure that all duties are completed accurately and delivered with high quality and in a timely manner; flexibility, forward thinking and managing deadlines; and rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude are expected. New faculty and staff are provided with a mentoring program.
Essential Job Functions
- This position provides administrative assistance to the Front Desk area for the School Administration and attendance. It also provides support to all current and prospective students and their families.
- Always maintain confidentiality of the Office and their documents
- Performs clerical and administrative tasks required for efficient office administration such as filing, routing of messages, providing telephone and office coverage, and greeting visitors.
- Manage daily calendar and email correspondence.
- Works in collaboration with other administrative staff with regards to meeting setup, which could include registration, making copies, name tags and take down of meetings. Ensuring that supplies are available.
- Ensures front office supply closet and faculty lounge is fully stocked and order supplies as needed.
- Copies teacher work orders as they come in
- Maintain front office mail and faculty & staff mailboxes in lounge
- Refill water in conference room and maintain conference room setup & technology
- Performs other job-related functions as directed.
- Ability to work in a team environment and maintain good working relationships with all diocesans, parish and school staff.
- Able to articulate a clear understanding of the Catholic faith and to serve as a committed witness to its mission.
- Fill in for other administrative assistants on campus as needed such as sweep, sub-coordinator and attendance.
- Open and close front office during designated office hours.
- Performs any other job-related tasks deemed necessary and/or assigned by the supervisor.
Knowledge, Skills, And Abilities Required
- Proven administration or assistant experience
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Proficient in Microsoft Office and Google Docs
- High school diploma or equivalent; college degree preferred
- Must demonstrate personal self-discipline, be adaptable and flexible in routine and unexpected situations.
- Must use good judgment in daily encounters. Must use verbal and written language correctly.
- Must demonstrate an appropriate sense of humor.
- Must demonstrate knowledge and understanding of good teaching techniques and child psychology.
- Must maintain appropriate grooming and dress as stated in the faculty handbook.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to stand; sit; walk; use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee must regularly lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. The employee must be able to stand for periods of time outside in the heat and cold. The noise level in the work environment is usually moderate. The position will require some evening and weekend hours.
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.
EVALUATION
Performance of this position will be evaluated in accordance with the procedures developed by the Diocese of Phoenix and Notre Dame Preparatory under the direction of the Chaplain, President, Principal, and Assistant Principals.
TERMS OF EMPLOYMENT
Twelve-month employee salaried position. The Executive Committee under the guidance of the Diocese of Phoenix establishes base salaries and stipends. A schedule of mandatory days and extra responsibilities is provided prior to the start of the new school year.
MINIMUM QUALIFICATION
- Preference given to a practicing Catholic, but faithful persons of other faiths are welcome (admin jobs must be practicing Catholic)
- Must be willing to make a public Profession of Faith if Catholic; if non-Catholic, willing to support Catholic teachings and philosophy
- Must have at least 5 years’ experience in the field or related area
- Must hold a high school diploma or equivalent; college degree preferred
- Complete Safe Environment Training and signed the Code of Conduct. AZ Fingerprint clearance completed.
