Administrative Assistant

Administrative Assistant

The Administrative Assistant provides clerical, organizational, and customer service support to the Office of Catholic Schools and Centers (OCSC). This role assists the Superintendent, Associate Superintendents, and Office Manager by supporting daily administrative functions, maintaining records, coordinating meetings, and ensuring the office operates in an organized and professional manner. The Office of Catholic Schools and Centers serves nearly 14,000 students in 47 Catholic schools and early childhood centers throughout the five counties of the Diocese of St. Petersburg. This role requires in-person attendance at the Pastoral Center in St. Petersburg.

Major Duties and Responsibilities

Office Support and Administrative Coordination

• Provides general clerical and administrative support to the Catholic Schools Office staff including the Superintendent, Associate Superintendents, and Office Manager.
• Assists in maintaining the daily operations of the Catholic Schools Office by performing routine administrative tasks and supporting office workflow.
• Maintains organized electronic and paper filing systems ensuring records and documents are accessible and properly maintained.
• Assists with maintaining spreadsheets and basic data tracking as directed by the Office Manager or Catholic Schools Office leadership.

Front Office Operations

• Serves as the first point of contact for visitors to the Catholic Schools Office, welcoming guests and demonstrating hospitality and professionalism.
• Answers and screens telephone calls, responds to routine inquiries, and directs calls to the appropriate staff member.
• Receives and distributes mail, messages, and office communications.
• Provides general office coverage as needed to ensure consistent support to schools and visitors.

Scheduling and Meeting Coordination

• Schedules Zoom meetings and appointments for the Office of Catholic Schools staff as directed.
• Assists in coordinating meeting logistics including reserving meeting rooms, preparing meeting materials, and ensuring meeting spaces are properly arranged.
• Assists with coordinating travel arrangements and logistical details for meetings or events when requested.

Document Preparation and Office Records

• Types, formats, and prepares documents including correspondence, reports, curriculum materials, handbooks, and other publications as directed.
• Assists with preparing documents and materials needed for Catholic Schools Office meetings, workshops, and presentations.
• Helps maintain accurate and organized records for office files and documentation.

Events and Program Support

• Assists with the preparation and coordination of Catholic Schools Office meetings, workshops, professional development sessions, and events.
• Provides logistical support for diocesan school events including preparation of materials, coordination of supplies, and basic administrative assistance.
• Assists Catholic Schools Office staff with special projects as needed.

General Administrative Responsibilities

• Maintains confidentiality of diocesan, school, and personnel information.
• Demonstrates professionalism and hospitality when interacting with school personnel, diocesan staff, and visitors.
• Provides support for routine office operations to ensure the Catholic Schools Office functions efficiently.
• Performs additional administrative duties as assigned to support the mission and operations of the Catholic Schools Office.

Qualities and Skills

Associate degree or coursework in business administration, office administration, or a related field preferred; equivalent work experience may be considered.

Minimum of two years of administrative, clerical, or office support experience, preferably within an educational, nonprofit, or church environment.

Strong organizational skills with the ability to manage clerical tasks, maintain records, and support daily office operations efficiently.

Attention to detail and accuracy in document preparation, filing, scheduling, and administrative support tasks.

Excellent interpersonal and customer service skills with the ability to interact professionally with visitors, school personnel, and diocesan staff.

Ability to answer telephones, screen calls, respond to routine inquiries, and direct requests appropriately.

Strong written communication skills and the ability to prepare and format correspondence, reports, and office documents.

Ability to coordinate meetings, schedule appointments, and assist with preparing meeting materials.

Proficiency with Microsoft Office applications including Word, Outlook, and basic Excel.

Ability to learn and use internal diocesan systems and databases as needed.

Demonstrates professionalism, hospitality, and a welcoming presence when greeting visitors and assisting Catholic school personnel.

Ability to maintain confidentiality of office information and documents.