Administrative Assistant to the Principal

Diocese of Phoenix Catholic Schools•Avondale, AZ

13h•Onsite

About The Position

The Administrative Assistant to the Principal provides high-level administrative support to the Principal, assisting with the management of communications, schedules, meetings, projects, and day-to-day priorities. This position helps to ensure that the office of the principal operates effectively and efficiently in keeping with the school’s mission. The role is classified as Grade 2, Non-Exempt, 12 months, working 40 hours per week, typically from 7:30 AM to 4:00 PM, with occasional work on weekends and/or evenings. Benefits are provided per Diocese of Phoenix Benefit guidelines.

Requirements

Active practicing Roman Catholic in full communion with the Church.
Excellent communication skills with both children and adults, including ability to speak and write in a positive manner.
Able to understand and clearly express the mission of Catholic Schools, especially St. John Paul II Catholic High School.
3-5 years of administrative or executive support experience.
Strong initiative, creativity, organizational and problem-solving skills, and attention to detail.
Ability to maintain confidentiality.
Ability to answer questions about Catholic Education and Catholic teachings.
Good judgement in handling different personalities and emerging situations; an ability to observe and actively listen in assessing individual student, staff, and program needs.
Professional appearance and demeanor.
Ability to work cooperatively with others utilizing effective interpersonal communication skills.
Experience with Microsoft and Google platforms for email, word processing documents, spreadsheets, and document sharing.
Able to lift and move boxes and materials (up to 40 pounds).

Nice To Haves

Proficiency in spoken and written Spanish is a plus.
Experience with event planning; self-starter and attentive to details.

Responsibilities

Supports the Principal with phone calls; maintenance of records of appointments, schedules meetings, and assists with communication.
Manages the principal’s schedule, appointments and priorities including preparation for meetings, set up, record keeping, and minutes.
Takes care of Principal's correspondence (incoming and outgoing) including creating, formatting, producing and editing correspondence and other written materials.
Tracks credit card expenses, organizes purchase order process and processes mail.
Develops and maintains good relationships with the faculty and staff, students and parents.
Initiates correspondence on a variety of matters requiring an in-depth understanding of educational programs, as well as school system policies and procedures.
Administrative lead for all yearly forms (i.e., NCEA, Diocesan, Accreditation, etc.) assisting with the preparation of the WCEA & AdvancEd Accreditation Review, working with the Principal.
Maintains and updates the filing system and materials.
Prepares for School Advisory Board meetings including the meeting agendas, room preparation, taking notes, minutes, and tracking items.
Maintains the school administrator’s dashboard.
Organizes and Maintains files for Principal, including personnel files, Safe Environment, accident reporting and school files.
Coordinates the Safe Environment Training for the school, keeping track of the requirements and communication to faculty, staff, students and volunteers.
Tracks teacher certification requirements and renewal deadlines, as well as other teacher requirements such as SET, Fingerprint cards, and Kino Certification for the Principal.
Records solicitation activity, donor stewardship, gift tracking, acknowledgement and pledge redemption.
Provides documentation (certificates and hours) for Professional Development provided on campus.
Supports school administrators and staff on the annual review and audit of retention of records.
Provides back up assistance to other office staff in greeting visitors, answering the telephone, assisting students and staff when needed.
Performs any other job-related tasks deemed necessary and/or assigned by the Principal.