St. Cecilia Administrative Assistant

Mission Alignment

Catholic School is a Christ-centered tuition-assistance-driven elementary community. Every employee is expected to model Catholic values foster a culture of prayer and service and place the formation of the whole child at the heart of every decision. The Development Director advances this mission by securing the financial resources community relationships and brand visibility needed to keep Catholic education accessible and excellent.

Job Summary

The Administrative Assistant plays a key role in supporting the daily operations of the school and serves as a vital liaison between the school administration and community members. This position requires strong organizational interpersonal and communication skills as well as a commitment to the mission and values of Catholic education. The Administrative Assistant collaborates closely with the principal to assist in event planning fundraising efforts admissions processes volunteer coordination community partnerships social media and marketing and compliance with diocesan Safe Environment policies.

Key Responsibilities:

1. Administrative Support & Office Operations

Serve as the first point of contact for visitors donors prospective families and community partners.

Maintain accurate and up-to-date records files and databases.

Manage incoming calls emails and general correspondence.

Support day-to-day operations and provide administrative assistance to the principal and faculty as needed.

2. Event Planning & Fundraising

Assist the Principal in planning and coordinating school events including but not limited to fundraisers and community celebrations.

Manage event planning such as scheduling communications RSVP tracking volunteer sign-ups and materials preparation.

Support recordkeeping and reporting of fundraising income and donor acknowledgments.

3. Admissions Support

Assist with the admissions process including inquiries application tracking scheduling tours and shadow visits and maintaining prospective student records.

Coordinate communication with prospective families and ensure timely follow-up on admissions documents and deadlines.

4. Volunteer Coordination

Maintain accurate records of family volunteer hours and provide monthly updates to families.

Communicate volunteer opportunities regularly via email newsletters or school communications platforms.

Support school staff in recruiting scheduling and coordinating volunteers for various school activities and events.

5. Safe Environment Program Coordinator

Oversee compliance with diocesan Safe Environment policies for all school volunteers and staff.

Maintain up-to-date records of background checks training completion and required documentation.

Follow up with volunteers to ensure timely submission of all required materials and notify the principal of any compliance concerns.

6. Social Media and Marketing

Assist the principal with posting social media messages.

Assist the principal to raise awareness of the school through social media.

Design flyers on Canva to market special events.

Qualifications:

High school diploma or equivalent required; associate or bachelors degree preferred.

Previous experience in an administrative or school office setting strongly preferred.

Excellent organizational time management and communication skills.

Proficiency in Microsoft Office Suite and Google Workspace; experience with student information systems is a plus.

Ability to manage confidential information with discretion and professionalism.

Commitment to the mission and values of Catholic education and the ability to work in a faith-based environment.