Administrative Assistant, Office for Schools

Roman Catholic Bishop of San Diego•San Diego, CA

18h•$22 - $28•Onsite

About The Position

The Administrative Assistant supports the general operations of the Diocese of San Diego’s Office for Schools (OFS), as well as the Superintendent and Associate Superintendents of Schools. The OFS serves 43 Catholic elementary schools and 6 Catholic high schools, with nearly 15,000 students across San Diego and Imperial Counties of California. The position is based at the Diocese of San Diego Pastoral Center in San Diego, California, and reports to the Superintendent of Schools. This full-time, non-exempt, hourly position is paid $22–$28 per hour. The role provides administrative, communications, records, reporting, scheduling, and event support for the OFS, including assistance with accreditation activities and Pastoral Center meetings and events. The employee may travel to diocesan sites and other locations for special events.

Requirements

A minimum of three years of experience with administrative and office procedures is preferred.
Demonstrated experience with Microsoft Office 365, including Word, Excel, and Outlook.
Demonstrated experience with Google Workspace, including Google Docs, Sheets, and Forms.
Technical skills with Adobe and Canva.
Excellent written and verbal communication skills.
Excellent people skills and a professional demeanor.
Be a self-starter; professional; well organized; detail oriented; able to perform multiple tasks simultaneously; possess a strong work ethic; and be punctual.
Ability to maintain confidentiality.
Familiarity with the organizational structure and practices of the Roman Catholic Church and its schools.
Must occasionally lift and/or move up to 35 pounds.

Nice To Haves

Driver’s license preferred; the position requires travel to diocesan sites during special events.
Bilingual Spanish is preferred but not required.
A minimum of three years of experience with administrative and office procedures is preferred.

Responsibilities

Provide receptionist services for the Office for Schools.
Answer telephones, take messages, and direct calls appropriately.
Respond to inquiries from principals, teachers, and pastors; provide support and clarify policies.
Receive and route Office for Schools mail.
Maintain Office for Schools files, rosters, and computer records.
Design and maintain databases.
Coordinate Office for Schools reporting, including NCEA reports, annual statistical reports, DOJ reporting, and other reports.
Assist with coordinating in-service days, annual school leadership retreats, and other Office for Schools events, including reserving space, coordinating vendors, setting up venues, ordering or purchasing food, drinks, and supplies, and cleaning up afterward.
Schedule Pastoral Center rooms for meetings and events and provide setup and hospitality when needed.
Coordinate activities related to the WASC/WCEA accreditation process.
Maintain Office for Schools e-newsletters and social media, and update the website.
Prepare and edit office correspondence, communications, presentations, and other documents.
Prepare the Office for Schools Master Calendar.
Perform other duties as assigned by the Superintendent of Schools.