Administrative Assistant - Office of Catholic Schools
About The Position
The Office of Catholic Schools (OCS) oversees 37 parish schools, 4 high schools and 3 stand-alone pre-schools in the Diocese of Arlington. The Catholic Schools of the Diocese of Arlington are an essential component of the educational ministry of the Church. Our schools are committed to providing an education rooted in the Gospel of Jesus Christ where Catholic doctrine and values, and academic excellence prepare each student for a life of faith, service and integrity. Our schools aspire to be joyful communities where educators and staff reflect the good news of the Gospel to learners in ways that draw them closer to Christ. The Office of Catholic Schools’ mission is to support schools in the accomplishment of these objectives. The Administrative Assistant for Professional Education supports the mission of OCS in the areas of teacher recruitment, licensure/certification, and catechist certification. This position also provides support for the Assistant Superintendent for Leadership and performs periodic receptionist and other duties as assigned that are necessary for the smooth functioning of the office.
Requirements
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Forms and Teams)
- Highly proficient in use of common office equipment, including copiers and scanners
- Strong verbal, written, and interpersonal communication skills
- Strong planning and organizational skills with a keen attention to detail
- Ability to use basic accounting or related computer programs to process and keep records
- Ability to comprehend and apply specialized nomenclature, systems and procedures
- Ability to handle sensitive situations appropriately and with discretion and confidentiality
- High level of energy and enthusiasm
- Active listener
- Team player
- High school graduate or equivalent
- Valid driver’s license must be maintained at all times
- 2 to 4 years’ office experience, preferably in a school-related environment
Responsibilities
- Processes teacher and principal applications and application materials.
- Maintains hardcopy teacher and principal files and will be part of a process of moving towards fully digital record keeping.
- Processes contracts for teachers and administrators for Superintendent’s signature.
- Processes Virginia and VCEA licensure and recertifications as well as catechist certifications.
- Maintains the licensure/certification database of teachers and principals to ensure all are kept current.
- Completes an annual review of teachers’ files for each school which is sent to the principals to ensure accountability.
- Provides documentation of earned certification points for applicable meetings or events.
- Processes Out-of-Service Reports and inactive files for departing contracted employees.
- Reviews/processes all high school, stand-alone preschool and non-PowerSchool school evaluations.
- Revises annual Principal and Teacher Salary Scale proposals.
- Supports the Assistant Superintendent for Leadership and Accreditation.
- Maintains visit lists and communications for the Design for Excellence (DFE) Process.
- Secures teachers and administrators to serve on DFE accreditation teams.
- Ensures DFE chairpersons and principals have needed information.
- Updates DFE Manual as needed.
- Maintains directories for Preschool and Extended Day Personnel as well as their VCEA Early Childhood and Extended Day Programs Manual.
- Updates VCEA Annual Report each summer and posts to website.
- Creates advertisement flyers for the Teacher Job Fair.
- Creates registration surveys for participating schools and potential teachers for the Teacher Job Fair.
- Manages communications regarding the Teacher Job Fair.
- Gathers materials, sets up and attends the Teacher Job Fair.
- Creates flyers for New Teacher Orientation.
- Creates the registration survey and maintains the database of new teachers for New Teacher Orientation.
- Manages communications to promote New Teacher Orientation.
- Assists with the creation of materials, sets up and attends New Teacher Orientation.
- Answers calls to the Office for Catholic Schools and provides answers or directs calls to appropriate individual.
- Schedules conference rooms, provides attendee list to main desk receptionist, and provides parking passes and instructions to visitors.
- Supports other events as needed.
- Processes eCommunities login information for staff and faculty of non-Schoology schools.
- Updates and maintains contact lists in Outlook.
- Additional duties as assigned, including occasional “all hands” events for the Office of Catholic Schools (e.g. Opening Mass and Professional Development Days).
Benefits
- Meaningful work
- Service oriented and respectful work environment
- Work-life balance
- Telework opportunities
- Generous leave, including paid FML
- More paid holidays than the federal government, including Christmas week off
- Free parking
- Free transportation to/from Ballston metro
- Paid lunch breaks
- Professional development
- Tuition assistance
- Tuition assistance for your children enrolled in our diocesan schools after 1 year of employment
- Medical, dental, vision, life, disability, 403(b) and retirement plans
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
