Director of Administrative and Academic Operations

Job Title: Director of Administrative and Academic Operations

Department: Administration

Reports to: Principal

Job Purpose:

The Director of Administrative and Academic Operations ensures the effective, mission-aligned, and efficient operation of school-wide administrative services, compliance, human resources support, academic systems, and hospitality. This role promotes a welcoming, safe, and highly organized environment in alignment with Catholic values, regulatory requirements, and Saint Viator High School policies, supporting both school administration and academic programs.

Key Responsibilities:

Compliance & Human Resources Administration

• Ensure School-wide compliance with federal, state, and diocesan regulations, including those related to education, employment, health, and safety.
• Research, interpret, and maintain requirements for background checks, compliance documentation, and mandated training for all employee groups (administrators, faculty, staff, coaches, volunteers, and interns), including tracking annual and triennial deadlines.
• Administer and manage the background check process for faculty, staff, volunteers, and vendors in accordance with diocesan Safe Environment protocols.
• Maintain and track completion of all compliance-related documentation and training; communicate requirements and follow up to ensure 100% compliance.
• Work closely with the Athletic Director and Payroll Coordinator to ensure all employees and volunteers are properly onboarded and compliant.
• Maintain up-to-date records of certifications and training for all adults interacting with students.
• Ensure compliance with child protection and mandatory reporting standards.
• Serve as liaison with diocesan legal and risk management offices for audits, documentation, and reporting.
• Maintain and update internal policies and procedures to reflect legal and diocesan changes.
• Coordinate faculty evaluation process, including scheduling observations, tracking completion, and filing documentation with the Business Office.
• Work closely with HR to create and publish all job postings, scheduling interviews and demo teaching lessons as needed.

Front Office & Administrative Operations

• Answer and manage the main phone line, directing inquiries to appropriate personnel.
• Manage incoming fax communications and distribute to appropriate staff.
• Coordinate School-wide calendaring, facility use, and meeting space scheduling; maintain shared scheduling systems and communicate needs to Facilities and Technology teams.
• Update bell schedules for special schedule days.
• Order and manage employee name badges and faculty/staff graduation regalia.
• Process continuing education reimbursement paperwork for faculty.
• Maintain confidentiality and discretion in all personnel and student matters.
• Create and manage the annual school academic master calendar and coordinate school-wide facility use.

Hospitality & Event Coordination

• Oversee hospitality services for School events, guest visits, and special programs, ensuring a warm and mission-driven environment.
• Collaborate with Advancement, Admissions, and the Parents Club to coordinate events and enhance the visitor experience.
• Coordinate logistics for open houses, alumni events, parent meetings, and community gatherings.
• Coordinate Graduation, awards ceremonies (including year-end academic awards), and assist with the planning and execution of other major School events.

Substitute Teacher Management

• Review and approve employee time-off requests in Paycom.
• Coordinate and manage substitute teacher scheduling using Paycom; ensure full coverage of all classes.
• Communicate with faculty to collect lesson plans and rosters for substitutes.
• Provide substitutes with detailed instructions, schedules, and classroom logistics.
• Secure last-minute substitute coverage as needed.
• Submit daily substitute reports to Payroll to ensure accurate compensation.
• Manage the overall substitute and teacher absence program using systems like Paycom or Front Line.

School Programs & Parent Engagement

• Manage fall parent-teacher conferences, including:
  • Uploading teacher availability into scheduling systems (e.g., Pick-A-Time)
  • Communicating processes to parents
  • Coordinating space for teachers without classrooms
  • Managing special scheduling requests

Mailroom, Supplies & Operational Support

• Oversee all mailroom operations, including incoming and outgoing mail distribution.
• Maintain and manage postage systems (Quadient), including funding, usage, and vendor payments.
• Ensure timely distribution and pickup of packages by staff.
• Manage office supply inventory and ordering; fulfill faculty and staff requests.
• Order and maintain paper supplies (copy paper, cardstock, specialty paper).
• Track and upload purchases for Accounts Payable using Ramp or similar systems.
• Serve as primary contact for copy machine functionality and troubleshooting.
• Maintain availability of commonly used forms and documents.
• Collaborate with the Business Office to assist Principals and Department Heads in setting and managing annual instructional budgets.

Safety, Operations & Collaboration

• Update and distribute Emergency Binders biannually with current student rosters.
• Collaborate with leaders in Human Resources, Campus Ministry, Development, Athletics, and Facilities to support school-wide operations.

Patrons of the Arts Liaison

• Attend monthly Patrons of the Arts Meetings
• Support and help execute Patrons fundraisers (Dancing with the Stars, Toast of the Town, etc)
• Share updates with the President's and Principals Leadership teams

Qualifications/Experience:

• Bachelor's degree in Business Administration, Education Administration or related field (Master’s preferred).
• 5 years of administrative leadership experience, preferably in a school or nonprofit setting.
• Strong knowledge of compliance regulations, background screening practices, and hospitality/event coordination.
• Exceptional organizational, communication, and interpersonal skills.
• Proficiency in Microsoft Office Suite and Blackbaud database systems.
• Ability to handle confidential information with discretion.

Skills and Abilities:

• Project a positive image of Saint Viator High School and maintain confidentiality when appropriate.
• Self-starter with a proven record of working independently while also able to work collaboratively with staff, management, volunteers, and board of directors.
• Excellent communication and interpersonal skills. Comfort meeting and speaking with a variety of people in a variety of professional and social situations.
• Strong leadership skills and the ability to communicate effectively through speaking, listening, and writing.
• Ability to work collaboratively in a diverse educational environment.
• Strong organizational and time management skills.

Working Environment:

• Flexible hours required, including nights and weekends, to meet the demands of the defined events and activities on the School calendar.
• Engagement with students, families, and the broader community.
• While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands and fingers to operate a computer, telephone and keyboard; and reach with hands and arms.
• Moderate lifting is required.

About Saint Viator High School:

Saint Viator High School is a Catholic, college-preparatory community of learning called to provide religious formation and an academic program of excellence to young men and women. Guided by the Viatorian mission, all Saint Viator graduates are equipped to discern who God wants them to be, discover what the world needs, and transform the communities they encounter.