Administrative Assistant, Office for Schools

Administrative AssistantThe Administrative Assistant assists in the general operations of the Office for Schools (OFS), as well as supports the Superintendent and Associate Superintendents of Schools. The Office for Schools serves 43 Catholic elementary schools and 6 Catholic high schools with an enrollment of nearly 15,000 students in the Diocese throughout San Diego and Imperial Counties of California.Primary Responsibilities:Provide receptionist services for OFSAnswer telephones, take messages and direct calls appropriatelyRespond to inquiries from principals, teachers and pastors, provide support and clarify policiesReceive and route OFS mailMaintain OFS files, rosters and computer recordsDesign and maintain databasesCoordinate OFS reporting (e.g., NCEA reports, annual statistical reports, DOJ reporting, and other reporting)Assist in coordinating in-service days, annual school leadership retreats, and other events planned by the OFS. Related responsibilities include space reservations, coordinating vendors, setting up venues, ordering/purchasing food, drinks, and supplies, and cleaning up after eventsSchedules Pastoral Center rooms for meetings and events, provides set up and hospitality when neededCoordinates activities related WASC/WCEA accreditation processMaintains OFS e-newsletters, social media, and updates websitePrepare and edit office correspondence, communications, presentations and other documentsPrepares OFS Master CalendarOther duties as assigned by Superintendent of SchoolsRequirements:Education & Experience:Minimum three years' experience with administrative and office procedures preferredDemonstrated experience with Microsoft Office 365 (Word, Excel, Outlook)Demonstrated experience with Google Workspace (google docs, sheets, forms, etc.)Other technical skills: Adobe, CanvaKnowledge & Skills:Excellent written and verbal communication skillsExcellent people skills and professional demeanorBe a self-starter; professional; well organized; detail oriented; able to perform multiple tasks simultaneously; possess a strong work ethic; punctualMust be able to maintain confidentialityFamiliarity with the organizational structure and practices of the Roman Catholic Church and its schoolsRegistrations: Driver's license preferred, as this position does require travel to diocesan sites during special events.Bilingual in Spanish is preferred but not requiredPhysical Demands:While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the Pastoral Center facility to attend and assist with meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 35 pounds.The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The Catholic Diocese of San Diego is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.