2026-2027 Front Office Admin

Diocese of Phoenix Catholic Schools•Chandler, AZ

3d•Onsite

About The Position

The Front Office Administrative Assistant is a key member of our school community, providing vital administrative support to ensure the smooth and efficient operation of the school’s front office. This position is responsible for managing daily office activities, greeting and assisting students, parents, staff, and visitors, and maintaining a welcoming and organized environment that reflects the Catholic values of our school. Additionally, the Administrative Assistant actively seeks out, coordinates, and oversees after-school extracurricular activities, ensuring students of all ages have a wide range of engaging options. They also manage the school calendar, collaborate with external companies to collect rebates to the school, assist teachers with various tasks as needed, and provide support to the administrative staff.

Requirements

High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
Previous experience in an administrative or clerical role, preferably in an educational setting.
Strong organizational skills, with attention to detail and the ability to multitask in a fast-paced environment.
Excellent verbal and written communication skills.
Proficiency in Google Suite (Docs, Sheet, Drive, Gmail) and familiarity with office equipment.
Ability to maintain confidentiality and handle sensitive information with discretion.
Commitment to the mission and values of Catholic education.

Nice To Haves

Bilingual in English/Spanish is a plus.

Responsibilities

Reception and Communication: Serve as the first point of contact for students, parents, staff, and visitors, providing a warm and professional welcome.
Answer and direct phone calls, take messages, and respond to inquiries in a timely and courteous manner.
Manage incoming and outgoing mail, including distribution of emails and faxes.
Administrative Support: Assist the Principal and other administrative staff with clerical tasks, including typing, filing, and managing school records.
Maintain accurate student records and files, including attendance records, emergency contact information, and student registration forms.
Prepare and distribute school communications, such as newsletters, bulletins, and announcements.
Coordinate appointments, meetings, and events, including parent-teacher conferences, school masses, and special programs.
Extracurricular Activities Coordination: Actively seek out, coordinate, and oversee after-school extracurricular activities, ensuring students have a variety of engaging options across all age groups.
Work closely with external companies and providers to manage activity schedules and ensure quality programming.
Manage the school’s extracurricular activity calendar and ensure seamless integration with the overall school schedule.
Coordinate with external providers to collect any financial kickbacks or benefits owed to the school as part of partnership agreements.
Teacher Assistance: Provide support to teachers as needed, including photocopying, preparing classroom materials, and managing student records.
Assist in organizing classroom events, field trips, and other special activities.
Help with classroom management tasks during busy times, ensuring a smooth and effective learning environment.
Support to Directors of Advancement and Admissions: Assist the Director of Advancement with tasks related to fundraising, donor communications, and event planning.
Support the Director of Admissions with the enrollment process, including scheduling tours, processing applications, and maintaining prospective student records.
Help coordinate and promote school events, open houses, and other activities aimed at advancing the school’s mission and growth.
Student Support: Assist with student attendance, including monitoring and recording absences, tardies, and early dismissals.
Support students in the office who are ill, injured, or require assistance, following appropriate procedures and communicating with parents as necessary.
Administer basic first aid and medication under the guidance of the school nurse or designated staff.
Parish Collaboration and Funeral Coordination: Work closely with the parish staff to coordinate and schedule student altar servers for funeral masses.
Ensure the timely and safe transportation of altar servers to and from the church, walking them over and picking them up as needed.
Assist with any additional tasks related to the school’s participation in parish activities.
Sacramental Paperwork Management: Ensure that all necessary paperwork is on file for students making their sacraments, including baptismal certificates, confirmation forms, and other relevant documents.
Coordinate with parents and the parish to collect and maintain accurate records for students preparing for sacraments.
Provide support to students and families throughout the sacramental preparation process.
Office Management: Order and maintain office supplies, ensuring that the front office is well-stocked and organized.
Oversee the cleanliness and organization of the front office, reception area, and common areas.
Maintain security by following procedures, monitoring the visitor logbook, and issuing visitor badges.
School Operations: Assist with the coordination of school events, including open houses, orientation sessions, and fundraising activities.
Support the enrollment and admissions process, including scheduling tours, processing applications, and maintaining enrollment records.
Collaborate with other staff members to ensure effective communication and coordination of school activities.
Faith and Community: Uphold and promote the Catholic mission and values of the school in all interactions and duties.
Participate in school liturgies, prayer services, and other faith-based activities as needed.
Foster a positive and inclusive school environment that reflects our commitment to Catholic education and community.
Other duties as determined by administration to support the overall mission and operation of the school.