Administrative Assistant

Administrative Assistant

The Administrative Assistant supports the daily operations of the school office while serving as a welcoming and professional presence for students, families, staff, and visitors. This role is essential in maintaining efficient communication, accurate records, and a faith-centered environment that reflects the mission of the school and the teachings of the Catholic Church.

Key Responsibilities

Office Administration

• Serve as the primary point of contact for the school office (phone, email, and in-person visitors)
• Maintain student records, attendance, and general office files
• Assist with data entry and reporting in school management systems (e.g., Sycamore or similar)
• Manage calendars, schedule meetings, and coordinate appointments for administration

Communication & Customer Service

• Provide friendly, professional support to parents, students, and staff
• Assist in preparing school communications (newsletters, emails, bulletins)
• Coordinate distribution of forms, announcements, and school materials

Student & Staff Support

• Assist with student check-in/check-out and attendance tracking
• Support teachers and staff with clerical needs (copies, forms, supply requests)
• Help coordinate substitute coverage and staff absences as needed

Financial & Operational Support

• Assist with processing payments, tracking fees, and basic bookkeeping tasks
• Support tuition and registration processes (FACTS or similar systems)
• Maintain inventory of office supplies and place orders as needed

Events & School Activities

• Assist in planning and coordinating school events, meetings, and activities
• Support sacramental preparation logistics and school liturgies
• Help organize parent meetings, open houses, and special programs

Faith & Mission Alignment

• Support and uphold the mission and values of the Catholic Church and the school
• Model Christian values in all interactions
• Participate in school prayer, liturgies, and faith-based activities as appropriate
• Maintain confidentiality and professionalism at all times

Requirements

Qualifications

Required:

• High school diploma or equivalent
• 2+ years of administrative or office experience
• Strong organizational and communication skills
• Proficiency in Microsoft Office / Google Workspace
• Ability to multitask and work in a fast-paced environment
• Commitment to maintaining confidentiality

Preferred:

• Experience in a school or parish setting
• Familiarity with student information systems (e.g., Sycamore, PowerSchool)
• Basic knowledge of bookkeeping or financial processes
• Practicing Catholic or willingness to support Catholic mission and values

Note: All employees are required to consent to a background check, commit to our Code of Conduct policy, and complete online and in-person trainings prior to hire.

Visitation offers a comprehensive benefits program, including medical, dental and vision plans, STD/LTD fully paid by the employer, retirement plans including a 403b plan and a defined benefit pension plan. Paid time off includes generous Vacation and Sick leaves, plus paid Holidays.