Receptionist and Office Assistant
Chesterton Academy of Our Lady of Victory
Centennial, Colorado
Chesterton Academy of Our Lady of Victory, a Catholic, classical high school, seeks a part-time Receptionist and Office Assistant to help with the daily operations of the school. This position will help ensure structural stability, organization within the school, and clear communication with parents and students.
Although not in the classroom, this position will have daily contact with students, and therefore candidates must be practicing Catholics pursuing a life of virtue and holiness through prayer and the Sacramental life. They must also be willing to take the Oath of Fidelity to the Magisterium. These are necessary to the role of modeling the Christian life to the students.
The Receptionist and Office Assistant reports to the Director of Business Operations, with whom they collaborate to provide a high level of customer service, and takes direction from the school leadership team, including the Headmaster and Executive Director. Thus, the successful candidate is proficient and cheerful when managing competing priorities and is a good problem solver to ensure smooth collaboration among all leaders.
Primary Responsibilities and Duties
Day-to-day office operations
- Cheerful performance of reception duties including directing phone calls, and greeting and assisting campus visitors
- Manage the attendance email inbox and execute student attendance procedures
- Responsible for office supply organization, storage, and inventory, including textbooks and academic supplies
- Manage inventory of office, classroom, and kitchen supplies.
- Manage inventory of OLV textbooks and student consumable textbooks in the storage room.
- Determine and submit purchase requests to replenish inventory
- Receive & sort incoming mail and package deliveries and distribute to faculty and staff in a timely manner. Post outgoing mail.
- Coordinate facility repair/maintenance issues and office space organization
- Ensure school main level common spaces are presentable at all times
- Complete miscellaneous office organizational tasks as they arise
Academic Program Support
-Manage Administrative tasks using the Student Information System for
- Prepare report cards, progress reports, and transcripts for non-college requests
- Provide instructions for parent and student logins
- Order student planners
- Assist textbook handout at the start of the first and second semester and summer reading
Human Resources
- Assist with hiring process and onboarding of new personnel
- Post all open positions on the website and various job boards
- Receive, file, and track candidate applications
- Coordinate interviews including travel arrangements as necessary
- Responsible for Personnel Files Management
- Prepare and maintain employee, volunteer, and job candidate files
- Ensure completeness of employee and volunteer files
- Responsible for ensuring compliance with Diocesan Safe Environment requirements
- Serve as Virtus Administrator (Safe Environment Coordinator)
- Prepare and maintain employee and volunteer files
- Remind employees when they are out of compliance
- Includes Volunteer Driver requirements for staff and volunteers
Admissions and Student Records
- Assist the Admissions and Recruiting team
- Assist with setup and welcoming families and students to various on campus admissions events.
- File applicant admissions documents
- Communicate athletic and schoolwide eligibility reports using our school information system
- Schoolwide reports sent on Monday to all Faculty and Office emails.
- Athletic eligibility email for individual students to other high schools
- Execute process for collecting enrollment paperwork from families and maintain student records
-Organize and keep student files updated
- Collect student immunization records and report aggregate data to the state
- Update and request missing information from student and staff files
- Format and maintain school directories for students and staff
Community Life and Events
- Assist with logistics for Parent-Teacher conferences with Headmaster
- Responsible for communications to teachers and parents
- Create Sign up genius for each teacher
- Assist as needed with other events such as graduation
Qualifications:
- Strong proficiencies in organizational, and written and verbal communications skills
- Strong commitment to timeliness by consistently meeting deadlines and delivering work within specified timeframes
- Administrative experience or training in a school or professional office setting is preferred
-Ability to organize and manage a wide variety of tasks, and work with multiple individuals and priorities daily
- Superior knowledge of Google Workspace (especially Drive, Calendar, Docs, Forms, and Sheets), or Microsoft Word and Excel
- Ability to quickly learn new processes and duties
- Keen attention to detail, and desire to improve procedures for increased efficiency
- A track record of contributing to the vision and mission of an apostolic and educational enterprise is desirable
- Demonstrated ability to enhance virtue formation of students and caring service to others
- A self-starter, good project manager, and ability to take initiative and ownership
- A high school diploma or equivalent required
Schedule
The position is part-time, approximately 20-25 hours a week during the school year. Orientation and onboarding could begin as soon as possible. This position works year-round as needed, with reduced hours during school breaks and the summer months when school is not in session.
Classification and Pay Range
Non-exempt, hourly, approximately $20-$24 per hour. Benefits are paid health time off and paid family and medical leave pursuant to Colorado law.
Location
6495 S. Colorado Blvd., Centennial, CO 80121
How to Apply
Interested candidates should submit a cover letter, resume and references to Mrs. Lisa Cushnie at careers@ourladyofvictorydenver.com. More information about the school and curriculum can be found on our website at www.ourladyofvictorydenver.com.
Our Mission
Chesterton Academy of Our Lady of Victory is an authentically Catholic, classical liberal arts high school in Centennial, CO. We seek to raise up a generation of joyful leaders and saints, educated in the classical tradition and the truths of the Catholic faith, abounding in the skills and character requisite for success in college and professional life as well as in building up the kingdom of God, and to excel in service of family, of country, and of Christ our Lord.
The Chesterton Academy of Our Lady of Victory is a member of the Chesterton Schools Network which was founded in 2008. There are now over 70 Chesterton Academies nationwide. Learn more about the growing national Chesterton Schools Network.
