2026-2027 Front Office Admin

Job Description - Front Office Admin

Job Title: Front Office Administrative Assistant

Location: Chandler Arizona

Position Type: Full-Time Year-Round (Reduced Hours in Summer) Job Start Date May 11 2026

Reports To: Principal

Job Summary: 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 schools 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.

Key Responsibilities:

1. 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.

• 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.

• 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 schools 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.

• 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.

• 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 schools mission and growth.

• 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.

• 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 schools participation in parish activities.

1. 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.

1. 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.

• 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.

• 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.

Qualifications:

• High school diploma or equivalent required; Associates or Bachelors 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.
• Bilingual in English/Spanish is a plus.

Work Schedule:

• Full-time year-round position.
• Regular hours during the school year (August-May).
• Reduced hours of 30 hours per week during the summer (June & July).

Physical Requirements:

• Ability to sit stand and move around for extended periods.
• Ability to lift and carry up to 25 pounds occasionally.

Benefits:

• Comprehensive Medical Dental and Health Benefits through the Diocese of Phoenix (DOP).
• Participation in a retirement plan