School Administrative Assistant - St. Clare of Assisi Catholic School, Houston, TX
Purpose
The School Administrative Assistant position was created for the purpose of providing integral administrative support to the overall functioning of our school; overseeing day-to-day school office activities, monitoring and coordinating assigned activities; relieving the Principal of administrative details. The School Administrative Assistant position is unique, primarily because of the range of activities handled in an atmosphere of continual interruptions and pressure. Often providing the first impression of the entire organization, the School Administrative Assistant must be skilled in diplomacy and customer service. Under the supervision of the Principal, the School Administrative Assistant performs a variety of organizational and secretarial duties, including those of a confidential nature, including entering student data into the FACTS system.
Supervisor: This position reports to the Principal.
Essential Functions
Performs diverse managerial responsibilities within areas and limits of authority as delegated by the school principal.
Tracks and monitors student attendance, both offline and online, for the purposes of ongoing reporting; communicates with parents when students are absent and provides teachers with updated information on tardy students and students requiring early dismissal.
Coordinates and maintains student files in a variety of electronic and manual formats for the purpose of providing up to date information and reference. Coordinates and tracks enrollment and student withdrawals.
Schedules, updates, and maintains school-wide events calendar; maintains and updates online school information and school distribution lists. Organize school newsletters, memos and agendas, handbooks, school flyers, school website and school wide notification systems.
Process admissions inquires and applications, schedule campus visits, and information meetings, and assist in other outreach. Assist parents with school registration and the admission procedures. This may include leading school tours, setting up tuition payment accounts, securing admission paperwork, and collecting all registration fees. Maintains and retrieves financial records, such as student body accounts, tuition balances, or other school accounts. Attends FACTS training as assigned by the school principal.
Assists in logistics for school-wide events. Submits work orders for school-wide events. Assists in coordinating vendors; assists in scheduling and coordinating general facilities maintenance.
Orders, receives, and maintains school office supplies, maintains availability of required items, and conducts periodic supply runs in town when needed. Manages purchase orders and completes monthly deposits with the bookkeeper. Will need to work closely with the bookkeeper.
Handles emergencies concerning employees and/or students, making decisions
independently or recommending action as appropriate
Performs a wide variety of secretarial work, including typing/word processing, proof
reading, filing, recording information, and processing and distribution of all correspondence, much of which is of a confidential nature.
Maintains a high degree of confidentiality regarding all aspects of the school. Exercises diplomacy in answering questions for students, parents, volunteers, public, teachers, or Archdiocesan employees through knowledge of school policies and general rules and regulations.
Dispenses pertinent information and direction to students, parents, staff, and visitors.
Establishes, maintains and ensures proper use of confidential files, which may include student or personnel records.
Composes independently or in accordance with general instruction, correspondence on a
wide range of subjects requiring knowledge of procedures and policies of the school and the Archdiocese.
Screens correspondence and telephone calls for administrator and staff. Maintains multiple calendars. Organizes appointments and staff meetings and makes arrangements for school visits and facility use. Attends school meetings and takes minutes of the meetings.
Performs first aid and cares for injured/ill students, taking responsibility for student welfare. Dispenses medicine to students according to physician’s orders. Maintains student healthcare files. Submits healthcare reports in a timely manner. Attends healthcare coordinator trainings and meetings provided by the diocese.
Order, distribute, and collect textbooks and teaching supplies. Will need to work with multiple vendors to ensure the correct number of textbooks have been secured for each grade level.
Coordinate substitute teacher coverage as needed. Supervise classrooms in the event of absences of teachers.
Leads the marketing and development efforts of the school. This includes preparing materials for Open House, maintaining the school’s social media platforms, and working with the Advisory School Council committees on updating marketing materials.
The Ideal Candidate Possesses
- A spirit of service and generosity, sound judgment and maturity, calm attention to detail and accuracy, excellent follow-through and communication skills, and the ability to work independently with others are qualities best suited for this position.
- A passionate belief in our school’s mission, values, and educational model and an enthusiasm for helping children learn and succeed.
- Excellent interpersonal and communication skills
- High work standards
- A willingness to be an active, participating member of an innovative, collaborative, and cohesive team of education professionals
Minimum Skills And Qualifications
- Business telephone etiquette
- Excellent grammar and punctuation and basic math skills
- Ability to create and organize systems and procedures to increase effectiveness and efficiency
- Adept at working with a variety of software applications and high familiarity with Mac and PC platforms
- Experience planning and executing multiple projects and activities simultaneously
- The potential need to upgrade skills may be required in order to meet changing job conditions
Training And Experience
- High school diploma; Bachelor’s degree preferred
- Supplemented by additional training in office organization and secretarial skills.
- 3-5 years of experience as office manager or executive secretary which has included the exercise of independent judgment, preferably including experience in a school setting.
