26-27 Auxiliary Administrative Assistant

St. Catherine's School•Richmond, VA

8d•Onsite

About The Position

St. Catherine's School is seeking an Auxiliary Administrative Assistant to provide administrative, operational, and customer service support for the school’s auxiliary programs. This role will support programs including Brilliant Summer Camp, After-school Clubhouse, facility/vendor rentals, and other special programs. The position works closely with the Director of Auxiliary Programs and Director of After School Enrichment and Programming for Lower School. This is a salaried, non-exempt, full-time, regular, 12-month position with hours from 10 am to 6 pm, Monday through Friday.

Requirements

High School Diploma; Associate’s degree preferred
3+ years of administrative experience
Previous school, camp, or customer service experience preferred
Strong organizational, multitasking, and communication skills
Proficiency in Microsoft Office, Google Workspace, and comfort with database/enrollment systems
Professional demeanor with strong interpersonal skills
Ability to maintain confidentiality and exercise sound judgment
Positive attitude and energy
Demonstrate adaptability to new and evolving technology
Proficiency with oral and written communication
Flexibility and reliability
Customer service focused

Nice To Haves

Associate’s degree

Responsibilities

Oversee registration for all auxiliary programs, including monthly database management, enrollment administration, and reporting.
Assist with invoicing, payment tracking, purchase orders, and budget documentation.
Partner with the business office to coordinate student billing.
Manage registration requests, changes, cancellations, refunds, and declined payments.
Coordinate supplies, materials, and inventory for auxiliary programs.
Ensure the database for auxiliary programs is accurate and comprehensive.
Collect, track, and maintain all afterschool student and camper documentation to meet program compliance and standards.
Assist with seasonal staff recruiting, onboarding, and orientation.
Coordinate summer program communications for families via phone, email, and weekly summer updates.
Coordinate scheduled field trip transportation and related logistics.
Maintain and update SaintsNet Clubhouse records on a monthly basis.
Act as backup support for Clubhouse vendor management.
Coordinate with divisions to determine event/room requests.
Assist with instructors: meet with instructors; order needed supplies.
Assist Director of Afterschool Programming and Enrichment for Lower School as needed.
Cover Clubhouse front desk daily from 4 pm to 6 pm.
Coordinate facility rental inquiries, scheduling, contracts, Site Supervisor availability, and logistics for outside vendors and community partners.
Act as the first line of communication with vendors regarding the rental agreement process, access, setup, and billing procedures.
Maintain facility rental calendars and supporting documentation.
Assist in ensuring compliance with school policies and facility use agreements.