Administrative Assistant

Front Office Administrative Assistant

The Front Office Administrative Assistant serves as the welcoming first point of contact for students, families, staff, and visitors while providing essential administrative support to ensure the smooth daily operation of the school. This position requires strong organizational, communication, and customer service skills, along with the ability to manage multiple responsibilities in a fast-paced educational environment.

School: Hackett Catholic Prep High School Job Title: Administrative Assistant

Reports to: Principal Job Classification: Non-Exempt

Hours: Monday through Friday 7:00 3:00 PM on school days.

30-minute unpaid lunch per day to be taken in faculty lounge or off site.

When school is not in session, hours determined by Principal.

Summer schedule determined each year by the Principal.

Time off - Limited opportunity during the school year and extended unpaid time off is normally available during Christmas Break and Spring Break.

Summary First point of contact for Hackett Catholic Prep (HCP) and Catholic Schools of Greater Kalamazoo (CSGK) responsible for answering telephones and greeting visitors and providing day-to-day office support for HCP.

Job Responsibilities

Office Receptionist and Organization

• As 1st point of contact for HCP and CSGK, welcome visitors and answer phone, providing information and answering questions, always with a professional and timely response via phone, in person, or email.
• Assist visitors and distribute identification badges for all visitors to the building.
• Answer and forward incoming calls and take and forward messages. Set/maintain voicemail changes, hold messages, and recordings.
• Receive and distribute deliveries and communicate with USPS, Fed Ex, UPS, Amazon, and other companies on schedule changes.
• Distribute mail and manage and track postage for HCP and CSGK and assist with mailings as needed.
• Provide secretarial services to HCP administrators including typing, filing, incoming correspondence, faxing, and arranging parent/staff appointments, as needed.
• Manage and order supplies for the front office including photocopy paper, in addition to:
• Oversee HCP staff supply orders at the beginning of the year and throughout the year as needed.
• Order CSGK office supplies when requested.
• Manage KRESA purchase order/print supply for HCP and CSGK letterhead, envelopes, notecards, etc.
• Assist staff with reimbursement process for supplies.
• Maintain student and staff forms.
• Assist with Diocesan Fall Forms.
• Collect student fees as needed and distribute payments to the appropriate staff.
• Submit student bus transportation forms to local public-school districts at the beginning of the year and as needed throughout the year.
• Inform Technology Director of any copier and phone system issues.
• Monitor and distribute student and staff parking permits.
• Complete student work permits.
• Assist with facility rentals, building room reservations, and maintaining calendar as needed.
• Create teacher back-to-school and Professional Development (PD) binders.

Attendance

• Write and distribute 1st hour tardy slips to students.
• Record student attendance changes in FACTS software daily, including 1st hour tardies, athletic absences, field trips, school bound, and special absences.
• Monitor attendance issues with the Dean of Students and communicate with parents as requested.
• Distribute pre-arranged absence forms.

Safe Environment Compliance Lead the implementation of and adherence to the Diocesan Child Protection policies and procedures for HCP and CSGK staff:

• Coordinate with building staff and volunteers to perform state (ICHAT) and national criminal background checks (Selection.com) as required for all building employees and volunteers and respond to any questions.
• Maintain accurate and timely records in the Virtus database.
• Prepare and submit accurate annual pre-audit and audit reports to the Diocesan Office for the Protection of Children and Youth, and work closely with the office's Associate Director to ensure compliance standards are met.
• Other duties as required to maintain compliance.

Medication and Medical Support

• Distribute prescription medications to students according to the school and Diocesan Medication Dispensing policy and doctor orders, and attend required training annually.
• Maintain accurate and timely medication documentation.
• Perform Health Department daily and weekly reporting.
• Attend to students needing medical attention when necessary.

Other

• Assist with other duties to support the school as assigned by HCP Administrators.

Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Education and Experience

• High school diploma or equivalent is required. Associate's degree is preferred.
• Minimum of one year of experience in a fast-paced front office administrative or customer service role.
• Experience supervising high school-age students is preferred.

Skills, Knowledge, and Qualifications

• Practicing Catholic who can articulate the vision of Catholic education is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, and PowerPoint) with ability to learn and effectively use other software systems.
• Committed to building and maintaining positive relationships with students and parents in the school community.
• Strong verbal and written communication skills are required with the ability to effectively listen and communicate with others.
• Must possess a high degree of confidentiality and professionalism.
• Commitment to the highest level of customer service for internal staff and external visitors.
• Strong team player willing to support wherever needed.
• Strong attention to detail and excellent organizational skills to meet deadlines, multitask, and to shift priorities to meet customer and school needs.
• Ability to take initiative, work independently, research, and solve problems.
• Trained in CPR and first aid.
• Pass background check and fulfill requirements of the Diocesan Office for the Protection of Children and Youth.

Physical Requirements and Work Environment

This job summary is intended to describe the functions and nature of work performed by the person assigned to this position. It is not intended to describe all responsibilities, duties and skills required.

• Regular, reliable attendance is an essential function, and employees are required to follow and perform any other job-related instruction and tasks as requested by their supervisor.
• While performing duties, employee may have to sit for long periods of time, use hands in repetitive motion tasks, and answer phone calls. The position also requires some standing, stooping, climbing stairs, and bending and occasional lifting of items up to 25 pounds.
• This position will be exposed routinely to typical school noise levels in a semi-climate-controlled environment.