Description

Job Summary

The Office Manager fulfills the mission of the Catholic school by managing the daily operations of the school office within the framework of the school’s philosophy, organization, and policies. The Office Manager supports the principal and leadership team by ensuring that administrative systems, communication, and front office operations run efficiently and professionally.

The Office Manager serves as a primary point of contact for families, students, parish members, and visitors, ensuring a welcoming, organized, and responsive environment. This role requires strong organizational skills, sound judgment, and the ability to manage multiple responsibilities in a fast-paced school setting. The Office Manager exercises decision-making responsibilities within essential job functions in keeping with school policies and procedures. The position is hired and evaluated by the principal.

Ministerial Character

Catholic schools in the Diocese of Austin are canonically obedient to the Bishop and assist him in fulfilling his ministry and canonical obligations. Pastors, presidents, and principals serve as leaders of the schools to make Christ's mission present and enduring in the schools. In order to fulfill Christ's mission, the school leaders employ suitable, chosen collaborators, sharing with them Christ's mission and entrusting to them various responsibilities.

Positions employed in this School help extend the ministry of the School leaders in particular ways as outlined in the job description. The employee in this position is closely connected to and assists the School leaders in the performance of their ministry and, therefore, engages in ministry for the Church.

Essential Duties

Supports and upholds the philosophy of Catholic education and the mission of the school
Acts as a witness to Gospel values by modeling the teachings of the Catholic Church
Supports and adheres to the Code of Conduct and policies and procedures of the school and Diocese
Maintains confidentiality regarding school matters
Manages the daily operations of the school front office and ensures an organized, welcoming environment
Responds to questions and concerns with professionalism, warmth, and discretion
Coordinates substitute teacher assignments and maintains substitute records
Manages employee time-off requests and assists with staff scheduling needs
Processes and tracks purchase requests and assists with related administrative documentation
Oversees student attendance and tardy records and maintains accurate reporting
Maintains and organizes student and personnel files in accordance with school policy and confidentiality requirements
Ensures records and documentation meet school, diocesan, and state requirements
Maintains organized office systems for files, calendars, communications, and records
Communicates effectively with families, staff, parish members, and visitors in both English and Spanish and provides translation of written or verbal information as needed
Supports school events, enrollment efforts, and special projects as needed
Collaborates with faculty, staff, and parish personnel to support the overall mission of the school
Meets staff development guidelines as set forth by the Diocese/local administration
Demonstrates professionalism in conduct, demeanor, and work habits
Maintains a work schedule that maximizes availability to the school, students, and staff
Serves as a professional representative of the principal and school
Collaborates with peers to enhance the work environment and support organizational planning

Knowledge, Skills, and Abilities

Knowledge of the basic teachings of the Catholic Church
Knowledge of office management practices and administrative procedures
Knowledge of FACTS Tuition Management, Google Workspace, email systems, and standard office software
Knowledge of the use of office equipment and technology
Ability to communicate effectively in both written and verbal form in English and Spanish
Ability to maintain confidentiality and exercise professional discretion
Ability to work collaboratively with teachers, administrators, parish staff, families, and visitors
Skill in organizing and maintaining accurate records and files
Skill in managing multiple responsibilities in a fast-paced school environment
Skill in providing excellent customer service while maintaining school policies and procedures
Skill in learning and adapting to new technology platforms
Skill in critical thinking, problem solving, and planning

Minimum Qualifications

Education:

High school diploma or equivalent

Experience:

Experience as an office manager, administrative assistant, or in an office management role preferred
Experience working in a school, parish, or nonprofit environment preferred

Certifications and Training:

Must submit an Ethics and Integrity in Ministry (EIM) Application for Ministry within the first week of employment, participate in an EIM Basic abuse prevention training workshop within 60 days of submitting a complete Application for Ministry, and maintain EIM compliance during the entire term of employment.

Working Conditions

Required to work some nights and weekends
Required to manage high to moderate levels of stress
Required to work a minimum of a full school day
Required to work in standard office and school conditions

Employee Certification

All employees must adhere to the Catholic Schools Standards of Conduct, the Diocese of Austin EIM policies, and the social, ethical, and moral teachings of the Roman Catholic Church as interpreted by the Bishop of Austin.

Texas is an “at-will” employment state. Letters of employment are not contracts, nor do they bind the employer or the employee to a predetermined time or guarantee of employment.

By my signature below, I verify that a copy of this document has been provided to me and I have had an opportunity to review it and discuss its contents. I understand this document does not create or imply any employment contract or agreement and is meant only to be a guide to me in my regular duties. I understand that tasks or assignments may be added or removed from the job description by my supervisor at any time, without notice.

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