Administrative Assistant to the Principal

I.     GENERAL DESCRIPTION:

The Administrative Assistant to the Principal provides high-level administrative support to the Principal; assisting the principal with the management of communications, schedules, meetings, projects, and day-to-day priorities.  This position as an assistant to the principal, helps to ensure that the office of the principal operates effectively, efficiently in keeping with the school’s mission.  

Status: Grade 2, Non- Exempt, 12 months.  (Classification is 12A:   Non-duty days during the student school calendar are the same as the teaching staff.  All other days in the fiscal year are work days except earned vacation).  

• 40 hours per week
• Usual Hours are 7:30 AM to 4:00 PM.  Occasional work on weekends and/or evenings.
• Benefits per Diocese of Phoenix Benefit guidelines. 
• Reports to the Principal

II.    ESSENTIAL JOB FUNCTIONS

• Supports the Principal with phone calls; maintenance of records of appointments, schedules meetings, and assists with communication 
• Manages the principal’s schedule, appointments and priorities including preparation for meetings, set up, record keeping, and minutes
• Takes care of Principal's correspondence (incoming and outgoing) including creating, formatting, producing and editing correspondence and other written materials
• Tracks credit card expenses, organizes purchase order process and processes mail
• Develops and maintains good relationships with the faculty and staff, students and parents
• Initiates correspondence on a variety of matters requiring an in-depth understanding of educational programs, as well as school system policies and procedures
• Administrative lead for all yearly forms (i.e., NCEA, Diocesan, Accreditation, etc.) assisting with the preparation of the WCEA & AdvancEd Accreditation Review, working with the Principal
• Maintains and updates the filing system and materials 
• Prepares for School Advisory Board meetings including the meeting agendas, room preparation, taking notes, minutes, and tracking items
• Maintains the school administrator’s dashboard
• Organizes and Maintains files for Principal, including personnel files, Safe Environment, accident reporting and school files
• Coordinates the Safe Environment Training for the school, keeping track of the requirements and communication to faculty, staff, students and volunteers.  
• Tracks teacher certification requirements and renewal deadlines, as well as other teacher requirements such as SET, Fingerprint cards, and Kino Certification for the Principal.

• Records solicitation activity, donor stewardship, gift tracking, acknowledgement and pledge redemption 
• Provides documentation (certificates and hours) for Professional Development provided on campus.
• Supports school administrators and staff on the annual review and audit of retention of records.
• Provides back up assistance to other office staff in greeting visitors, answering the telephone, assisting students and staff when needed
• Performs any other job-related tasks deemed necessary and/or assigned by the Principal

III.    REQUIRED EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES TO PERFORM ESSENTIAL JOB FUNCTIONS

• Active practicing Roman Catholic in full communion with the Church
• Excellent communication skills with both children and adults, including ability to speak and write in a positive manner
• Able to understand and clearly express the mission of Catholic Schools, especially St. John Paul II Catholic High School
• 3-5 years of administrative or executive support experience
• Proficiency in spoken and written Spanish is a plus
• Strong initiative, creativity, organizational and problem-solving skills, and attention to detail
• Ability to maintain confidentiality 
• Ability to answer questions about Catholic Education and Catholic teachings
• Experience with event planning; self-starter and attentive to details
• Good judgement in handling different personalities and emerging situations; an ability to observe and actively listen in assessing individual student, staff, and program needs
• Professional appearance and demeanor 
• Ability to work cooperatively with others utilizing effective interpersonal communication skills
• Experience with Microsoft and Google platforms for email, word processing documents, spreadsheets, and document sharing
• Able to lift and move boxes and materials (up to 40 pounds)
• Must possess a strong desire to serve

Disclaimer

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job.  While this is intended to be an accurate reflection of the current job, school administration reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, technological developments, etc.).