What are the responsibilities and job description for the Assistant Office Manager position at ROMAN CATHOLIC DIOCESE OF RICHMOND?
St. Matthew’s Catholic School is seeking a highly organized and professional Assistant Office Manager. This vital role supports the daily operations of the school, ensuring administrative efficiency, student safety, and exceptional communication with our families and staff. The ideal candidate is a proactive problem-solver who can maintain a positive "customer service" environment while managing complex school records and logistics.
Key Responsibilities
Administrative Operations & Leadership
- Office Continuity: Serve as the primary backup for the Office Manager, fulfilling all duties in their absence.
- Database Management: Expertly manage student and family information using FACTS SIS, including daily attendance tracking and record updates.
- File Oversight: Partner with the Office Manager to maintain comprehensive student files, ensuring all enrollment documentation (birth/baptismal certificates, health records) is compliant.
- Document Control: Proofread and finalize professional documents for the Principal; manage school-wide communications such as homework requests and activity lists.
Logistics & Program Coordination
- Transportation Liaison: Create and audit class bus sheets; coordinate bus drivers and logistics for Field Trip requests.
- Volunteer Management: Serve as the school’s Volunteer Coordinator, ensuring all volunteers meet VIRTUS and background check requirements via the Diocesan portal.
- Resource Management: Manage office and teacher supply inventory and fulfillment.
School Security & Front-of-House
- Access Control: Monitor school access for all visitors, verifying identity and authorization to ensure a secure environment.
- Communication Hub: Manage incoming calls and serve as the primary resource for students, staff, and substitutes (including sub-folder and key distribution).
Mission & Compliance
- Support the mission and philosophy of St. Matthew’s Catholic School.
- Adhere to all policies set by the Diocese of Richmond and the Commonwealth of Virginia.
- Maintain a professional appearance and a patient, welcoming demeanor at all times.