Description
Position Summary
The Administrative Assistant supports the daily operations of the school office while serving as a welcoming and professional presence for students, families, staff, and visitors. This role is essential in maintaining efficient communication, accurate records, and a faith-centered environment that reflects the mission of the school and the teachings of the Catholic Church.
Key Responsibilities
Office Administration
- Serve as the primary point of contact for the school office (phone, email, and in-person visitors)
- Maintain student records, attendance, and general office files
- Assist with data entry and reporting in school management systems (e.g., Sycamore or similar)
- Manage calendars, schedule meetings, and coordinate appointments for administration
Communication & Customer Service
- Provide friendly, professional support to parents, students, and staff
- Assist in preparing school communications (newsletters, emails, bulletins)
- Coordinate distribution of forms, announcements, and school materials
Student & Staff Support
- Assist with student check-in/check-out and attendance tracking
- Support teachers and staff with clerical needs (copies, forms, supply requests)
- Help coordinate substitute coverage and staff absences as needed
Financial & Operational Support
- Assist with processing payments, tracking fees, and basic bookkeeping tasks
- Support tuition and registration processes (FACTS or similar systems)
- Maintain inventory of office supplies and place orders as needed
Events & School Activities
- Assist in planning and coordinating school events, meetings, and activities
- Support sacramental preparation logistics and school liturgies
- Help organize parent meetings, open houses, and special programs
Faith & Mission Alignment
- Support and uphold the mission and values of the Catholic Church and the school
- Model Christian values in all interactions
- Participate in school prayer, liturgies, and faith-based activities as appropriate
- Maintain confidentiality and professionalism at all times
Requirements
Qualifications
Required:
- High school diploma or equivalent
- 2+ years of administrative or office experience
- Strong organizational and communication skills
- Proficiency in Microsoft Office / Google Workspace
- Ability to multitask and work in a fast-paced environment
- Commitment to maintaining confidentiality
Preferred:
- Experience in a school or parish setting
- Familiarity with student information systems (e.g., Sycamore, PowerSchool)
- Basic knowledge of bookkeeping or financial processes
- Practicing Catholic or willingness to support Catholic mission and values
Note: All employees are required to consent to a background check, commit to our Code of Conduct policy, and complete online and in-person trainings prior to hire.
Visitation offers a comprehensive benefits program, including medical, dental and vision plans, STD/LTD fully paid by the employer, retirement plans including a 403b plan and a defined benefit pension plan. Paid time off includes generous Vacation and Sick leaves, plus paid Holidays.
