Administrative Assistant/Student Activities Coordinator

Administrative Assistant/Student Activities Coordinator

Role Description

Alive in the spirit of St. Angela and rooted in Catholic values, Ursuline Academy is a welcoming community that prepares young women for higher learning and cultivates in them the courage to use their minds and voices in service of the global society.

The Administrative Assistant/Student Activities Coordinator helps the principal and assistant principal with needs connected to the daily operations of the Academy, and reports directly to the Principal.

In particular, this position is responsible for the following:

In the Community of Faith and Mission

• Ensures that the Catholic identity of the Academy is developed and nurtured

• Models and promotes the Mission of the Academy

In Administrative Affairs

• Keeps abreast of and has access to the principal and assistant principal’s procedure/succession planning information

• Assists with main office operations 

• Reserves and sets up rooms for principal and assistant principal meetings

• Collects and files exam copies

• Prepares letters, memos, agendas, minutes, documents for the principal and assistant principal as needed

• Coordinates & works with photography company for yearbook, cap and gown, and coworker pictures. 

In Academic Affairs

• Coordinates parent-teacher conferences

• Serves as primary contact with Jostens regarding graduation and junior ring supplies

• Works with the principal and the assistant principal to coordinate the academic recognition and graduation ceremonies

• Works with the assistant principal to coordinate the awards ceremony 

• Coordinates archdiocesan reporting

• Collects, files and mails Professional Staff Roster Forms for the archdiocese

• Works with the principal and assistant principal to prepare the Student and Parent Handbook for publication

• Assists the assistant principal in creating supervision schedules and other daily schedules 

• Assists the assistant principal with the coordination of substitutes
  

In Student Affairs

• Assists students with school identification cards, proximity cards and planned absence forms/other forms

• Assists the assistant principal in the communication and administration of behavioral expectations

• Coordinates parking applications, permits and reports 

• Supervises students doing work-study in the assistant principal’s office

• Assists the assistant principal with the student club program

• Helps plan and run freshman orientation days (Viaggio Days)

• Manages the Big Sis/Little Sis Program

• Coordinates and plans student dances

• Coordinates and plans the Baccalaureate dinner

In Other Dimensions

• Is a member of the emergency planning team

• Works with the Database Administrator and Director of Operations to annually update Co-worker Emergency Folders

• Works collaboratively across departments in the execution of major projects/events of the Academy

• Accepts additional responsibilities as directed by the principal

Physical Demands: This position requires the ability to frequently stand, walk, and sit; occasionally bend, stoop, and reach; and may require lifting and moving objects up to 25 pounds.

Coworkers must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable coworkers with disabilities to perform the essential functions of their job, absent undue hardship. Ursuline Academy retains the right to change or assign other duties to this position.

Ursuline Academy is an equal opportunity employer.  In compliance with federal, state, and local laws and subject to applicable exceptions relating to Ursuline Academy’s nature as a religious institution, Ursuline Academy administers all employment activities without discrimination based on race, color, ancestry, national or ethnic origin, age, military service, disability, gender, sex or any other legally protected status.