Office Manager Full-Time

Office Manager

St. Ambrose Catholic School seeks a key member to the school leadership team, overseeing the daily operations of the school office while providing administrative support to the principal, dean, faculty, students, and families. This position manages office procedures, coordinates school communications and events, supports community engagement efforts, and helps ensure the smooth and efficient operation of the school. The Office Manager serves as a welcoming ambassador of the school and promotes a positive, faith-filled environment consistent with the mission of Catholic education.

Essential Responsibilities:

• Manage the daily operations of the school office.
• Serve as the primary point of contact for parents, visitors, parishioners, and community members.
• Coordinate office supplies, equipment, and vendor services.
• Ensure the efficient flow of information between administration, faculty, staff, and families.
• Maintain confidentiality regarding student, personnel, and school matters.
• Manage and maintain the school's carpool management system and related communications.
• Oversee after-school program registration, contracts, records, and family communication.
• Coordinate lunch service contracts and serve as the liaison between the school and lunch service providers.
• Maintain and manage the school's master calendar, ensuring accurate scheduling of events, activities, and facility usage.
• Coordinate classroom and individual student picture schedules with photography vendors and school staff.
• Additional duties as assigned; full job description available from campus Principal.

Administrative Support:

• Provide administrative support to the principal and leadership team.
• Prepare reports, meeting agendas, minutes, and school documentation.
• Assist with special projects, accreditation efforts, and school initiatives.
• Support the implementation of school policies and procedures.
• Coordinate high school admissions visits, presentations, testing opportunities, and related communications for middle school students and families.
• Assist faculty and staff with planning and scheduling field trips, including transportation, permissions, and logistics.

Event Coordination:

• Coordinate school-wide events, programs, staff appreciation activities, and special celebrations.
• Manage event logistics, vendors, volunteers, and event resources.
• Collaborate with faculty, staff, parish personnel, and parent organizations to ensure successful event execution.
• Coordinate facility usage and scheduling for school events and activities.
• Provide administrative and logistical support for fundraising and advancement activities led by designated school or parish personnel.

Community Engagement:

• Support community-building initiatives that promote school spirit and family engagement.
• Provide administrative support for communications and/or advancement initiatives as directed.
• Assist with hospitality efforts for visitors, prospective families, donors, and special guests.
• Foster a welcoming and professional environment that reflects the mission and values of the school.

Qualifications:

• High school diploma or equivalent required.
• Minimum of three years of experience in office administration, school administration, executive support, or a related field preferred.
• Strong organizational, communication, and interpersonal skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office, Google Workspace, FACTS/RenWeb, and other educational technology platforms preferred.
• Ability to maintain confidentiality and exercise professional judgment.
• Commitment to the mission and values of Catholic education.