Office Manager

Purpose and Scope 

The Office Manager serves as the central administrative support for Our Lady of Mt.  Carmel School, ensuring efficient daily operations and fostering a welcoming,  professional environment rooted in Catholic values. Supporting the principal, faculty,  staff, students, and parents, this role manages office procedures, communications,  records, and various administrative functions. The Office Manager models the school’s  values, maintains confidentiality, and demonstrates a spirit of service while balancing  multiple priorities with strong organizational skills and attention to detail. This position  plays a vital role in supporting the mission of Our Lady of Mt. Carmel: “To get everyone  who walks through our doors to heaven.” All employees are expected to embody and  uphold our strategic anchors: 

· Welcoming Spirit – We greet all who enter our doors with hospitality, warmth  and compassion. 

· All In – We take passionate ownership of our work and the mission. · Team Player – We are humble, collaborative and place the needs of the team  above our own. 

Essential Job Functions 

Reasonable accommodations may be made to enable individuals with disabilities to  perform the essential functions.

Job Description/Office Manager, Revised 05-2026 Page 1 of 4 

Office Administration & Coordination 

· Organizes, prioritizes, and ensures the timely completion of daily administrative  tasks. 

· Supervises other school staff - Coordinates and assigns work for clerical personnel,  reviews progress, and balances workloads to ensure efficiency. 

· Attends and actively participates in staff meetings, retreats, school wide events and  other team building and formation activities 

· Assists other personnel in completing tasks to ensure smooth school operations. 

Admissions 

· Plan, advertise and direct School Open Houses, New Family Night, and new family  tours as requested by the school principal.  

· Develop and oversee a database for families who are interested in the school. · Plan an annual master calendar of development events to increase enrollment and  develop strategies for increasing enrollment by encouraging active Catholic families  to enroll. 

Public Relations and Social Media 

· Welcomes and assists students, parents, and visitors, providing guidance and  support services as needed. 

· Work with Parish secretary to publish information about the school in the Church  bulletin. 

· Coordinate school social media to ensure event information and school engagement  opportunities are effectively communicated. (i.e. weekly Falcon Flyer) · Consistently update the school website with new photos and information including  updating banners.  

· Post on social media daily throughout the week.  

· Assist in major events including Kinder program, Greek, Graduation- ordering of  materials, awards, programs, etc. 

· Assist in planning/set up/cleanup of hospitality events including staff lunches (work  with H&S),celebrations- retirement, etc. 

· Assist with “Coffrees”-planning, purchases, setup, clean up. 

Fundraising Events 

· Coordinate and oversee the planning and execution of the annual Gala through  collaborative leadership and developing volunteers. 

· Oversees recordkeeping, acknowledgements, solicitation reports and all  correspondence as it relates to the Gala or donations received. 

· Research and identify new grant funds to offset the Gala and purchases by the  school. 

· Coordinate purchasing promotional materials including but not limited to signage,  letterheads, uniforms, etc.

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Other Duties 

· Assist with duties- morning, lunch and dismissal 

· Please note this job description is not designed to cover or contain a comprehensive  listing of activities, duties or responsibilities that are required of the employee for this  job. Duties, responsibilities, and activities may change at any time with or without  notice as deemed necessary by the Principal. 

Minimum Qualifications and Requirements 

· High school diploma or GED required; additional education or training preferred. · Willingness to sign and adhere to the Diocese Code of Conduct. · Must possess a current valid FBI (IVP) Fingerprint Clearance Card. · Proficient in computer applications including Microsoft Office Suite (Word, Excel,  

Power Point), Google Suite (Gmail, Drive, Docs, Sheets), Canva and any other  relevant software to this position. 

· Must have knowledge and understanding or ability to learn Greater Giving Event  Software. 

· Must have experience maintaining databases and organizing events and activities. · Active participation in the Diocese of Phoenix Safe Environment Program, with  current ongoing certification and renewal. 

· Strong interpersonal skills with the ability to interact effectively and professionally  with staff, families, students, and parish members. 

· Excellent written and verbal communication skills. 

· Highly organized with strong attention to detail and the ability to manage multiple  tasks. 

· Able to work effectively under pressure and adapt to changing priorities. · Demonstrated ability to maintain confidentiality and exercise good judgment. · Ability to work some nights and weekends as events occur. 

· Preferably a practicing Catholic in full communion and in good standing with the  Church. Employee should support and uphold the mission, values and teachings of  the Roman Catholic Church. 

· Occasional off-site work may be required. 

· Substitute teaching certificate preferred. 

Physical Demands 

· Work is performed primarily in an office environment. 

· Ability to remain in a stationary position for extended periods while operating a  computer. 

· Ability to lift up to 20 pounds occasionally. 

· Ability to move within parish facilities and attend off-site diocesan meetings or  trainings as required.

Job Description/Office Manager, Revised 05-2026 Page 3 of 4 

Work Environment 

This role is performed in a school office environment that requires frequent interaction  with students, parents, faculty, and parish members. The ability to work collaboratively  in a faith-based community is essential. 

Approved by Supervisor: