Administrative Assistant, Office for Schools

Site Name: Diocese of San Diego, Pastoral Center
Location: 3888 Paducah Drive, San Diego, CA 92117
Reports to: Superintendent of Schools
Employment Type: Full Time
FLSA Status: Non-exempt; hourly
Pay Rate: $22/hr. – $28/hr.

Position Summary

The Administrative Assistant assists in the general operations of the Office for Schools (OFS), as well as supports the Superintendent and Associate Superintendents of Schools. The Office for Schools serves 43 Catholic elementary schools and 6 Catholic high schools with an enrollment of nearly 15,000 students in the Diocese throughout San Diego and Imperial Counties of California.

Primary Responsibilities

• Provide receptionist services for OFS
• Answer telephones, take messages and direct calls appropriately
• Respond to inquiries from principals, teachers and pastors, provide support and clarify policies
• Receive and route OFS mail
• Maintain OFS files, rosters and computer records
• Design and maintain databases
• Coordinate OFS reporting (e.g., NCEA reports, annual statistical reports, DOJ reporting, and other reporting)
• Assist in coordinating in-service days, annual school leadership retreats, and other events planned by the OFS. Related responsibilities include space reservations, coordinating vendors, setting up venues, ordering/purchasing food, drinks, and supplies, and cleaning up after events
• Schedules Pastoral Center rooms for meetings and events, provides set up and hospitality when needed
• Coordinates activities related WASC/WCEA accreditation process
• Maintains OFS e-newsletters, social media, and updates website
• Prepare and edit office correspondence, communications, presentations and other documents
• Prepares OFS Master Calendar
• Other duties as assigned by Superintendent of Schools

Education & Experience

• Minimum three years’ experience with administrative and office procedures preferred
• Demonstrated experience with Microsoft Office 365 (Word, Excel, Outlook)
• Demonstrated experience with Google Workspace (google docs, sheets, forms, etc.)
• Other technical skills: Adobe, Canva

Knowledge & Skills

• Excellent written and verbal communication skills
• Excellent people skills and professional demeanor
• Be a self-starter; professional; well organized; detail oriented; able to perform multiple tasks simultaneously; possess a strong work ethic; punctual
• Must be able to maintain confidentiality
• Familiarity with the organizational structure and practices of the Roman Catholic Church and its schools
• Registrations: Driver’s license preferred, as this position does require travel to diocesan sites during special events.
• Bilingual in Spanish is preferred but not required

Physical Demands

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the Pastoral Center facility to attend and assist with meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 35 pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please note this position 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.

The Catholic Diocese of San Diego is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.

Notice of AI Use in Job Application Review

As part of our commitment in creating a fair, efficient, and consistent hiring process we may use artificial intelligence (AI) to help our recruiting teams organize, summarize, and analyze information provided by candidates, including resumes, application responses, and other materials submitted during the application process.AI may be used to identify patterns, highlight relevant skills, and experience, and assist in comparing a candidate’s qualifications with the requirement of a specific role. These tools are to improve efficiency and consistency while supporting more informed hiring decisions, which will ultimately be made by the hiring team.