Administrative Assistant

Bourgade Catholic High School

Job Description

Administrative Assistant

Title: Administrative Assistant

Job Family: Administrative/clerical support; hourly;  non-exempt

Department: Administration

Supervisor: Principal

Mission: Established in 1962, Bourgade Catholic High School assists students in discovering and developing their God-given potential through a college preparatory curriculum and the teachings of Jesus Christ.

Statement of the Job:

The administrative assistant position supports the principal and the administration team in the effective and efficient operation of the school. This position is supervised by the principal.

Duties of the Job:

• Provide administrative, logistical, and operational support to the principal:
• Manage the principal’s calendar
• Schedule and manage appointments
• Take phone calls
• Screen and greet visitors
• Route correspondence
• Provide clerical support to meetings and events led by the principal__sending invitations, managing space, preparing agenda, taking minutes, distributing minutes, etc.
• Provide clerical support to projects and initiatives for which the principal is responsible
• Perform clerical and administrative tasks required for efficient office administration such as filing, routing messages, providing coverage in other areas, and greeting visitors
• Provide administrative, logistical, and operational support to the administration team:
• Manage office traffic flow
• Periodically supervise students in the office
• Provide support to school events for which the administration and leadership team is responsible
• Prepare materials for meetings, events, and celebrations
• Provide assigned support to the school’s Emergency Operations Procedures
• Oversee the school’s inventory of keys and the key check-out system
• Oversee the school’s vehicle reservation process
• Provide administrative support to the school’s finance and human resources offices:
• Support the processing of cash receipts
• Manage finance office petty cash fund
• Under the direction of the Director of finance,  provide periodic support to the school’s finance office
• Under the direction of the Director of Finance and/or the principal, support the maintenance of the school’s  HR filing system
• Attend and/or lead group financial aid presentations & orientations (seasonally)
• Schedule and conduct individual financial aid meetings with families (seasonally)
• Perform other relevant and reasonable duties as assigned by the principal or a member of the administrative team to ensure the safe, efficient, and effective operation of the school

Required knowledge, skills, and abilities

• Has a working knowledge of the school’s Mission, Root Beliefs, and Integral Student Outcomes
• Has a general knowledge of the Catholic faith, catechism, teachings, structure, and policies
• Has a general knowledge of diocesan and school policies and procedures
• Is proficient with a computer and assigned software packages and web-based platforms
• Is proficient with office practices, procedures and equipment
• Is proficient with basic data management, record-keeping, and reporting  techniques
• Is self motivated and able to work independently with little direct supervision
• Demonstrates exceptional organizational skills
• Is fluent in the English language__usage, grammar, spelling, punctuation and vocabulary__and can communicate effectively in English both verbally and in writing

• Can form and maintain positive rapport and relationships with colleagues, faculty, supervisors, families, visitors, and students
• Type at least 40 words net per minute
• Analyze situations accurately and implement an effective course of action
• Maintain a high standard of ethical behavior and confidentiality
• Efficiently and effectively manage and execute multiple tasks and assignments while meeting assigned deadlines
• Demonstrate excellent attendance
• Periodically work irregular hours__evenings, weekends
• Maintain composure and professionalism at all times
• Lift, move, load, gather, and pick up supplies, bins, equipment or materials weighing up to 25 lbs.

Required Education and Experience:

• High school diploma or equivalent
• Five years of successful experience in an administrative, secretarial, or clerical setting
• Experience in a school setting is preferred
• Experience with public contact
• Experience with student or customer management software platforms (ie., SIS or CRM)
• Spanish speaker preferred

This is a full-time hourly (non-exempt) position.  Schedules will be arranged by administration.