Administrative Assistant – Student Life

 

Part-time Administrative Assistant – Student Life (Athletics, Activities, and Campus Ministry) at a premier, Catholic, college-preparatory school.

• Summary
• Essential Duties & Responsibilities
• Marginal Duties & Responsibilities
• Supervisory Responsibilities
• Qualifications
• How to Apply

 

Summary

This position serves as Administrative Assistant to the Office of Athletics & Activities and on an as-needed basis for the Office of Campus Ministry at Central Catholic High School (“CCHS”).

This position also serves as facilitator for the athletics & activities programs in communicating information, problem solving, material acquisition, cash handling, record keeping, and building usage. Handles daily work pressures, requiring constant concentration to a volume of work which must be completed within a limited period of time.

This is a part-time position, August 1 - June 15, approximately 20 hours per week.

Reports to the Director of Athletics & Activities

 

Essential Duties & Responsibilities

Essential duties of this position include the following. Employees in this position perform some or all the following tasks. Other duties may be assigned.

1. Provide regular administrative support to Director of Athletics & Activities, Assistant Director of Athletics and the Assistant Director of Activities including, but not limited to: athletic and activity registration and participation tracking, calendar management, transportation schedules and correspondence to staff, parents, students and community members.
2. Perform general office duties including answering phones, greeting the public, typing, filing, sorting and handling incoming and outgoing mail and packages.
3. Maintain and track athletics eligibility including MIAA and CCHS reports, transfer forms and waiver information.
4. Serve as athletics/activities bookkeeper preparing purchase requisitions and orders, managing deposits, tracking budgets for multiple athletic accounts.
5. Maintain and publish accurate and up-to-date events calendars utilizing web software to post and update.
6. Coordinate all athletics related services including rosters, bus requests, scheduling officials and game workers and coordinating with coaches; adjusting to daily changes in events and needs.
7. Track student records for all athletes including attendance and academic reports; prepare and organize awards for end of season ceremonies.
8. Independently answer routine questions and correspondence from parents, staff and students not requiring the supervisor’s attention.
9. Schedule conferences and programs as required including creating schedules, contacting all invited parties, preparing confirmation and distributing materials to all parties (teachers, specialists, parents, etc.).
10. Appropriately maintain and secure confidential student and personnel records and inquiries.
11. Professionally represent the school in interactions with parents, community, staff, and students.
12. Assist in compiling and reviewing extra duty payroll.
13. Maintain appropriate certifications and training hours as required.
14. Comply with applicable school, state, local and federal laws, rules and regulations.
15. Occasionally perform work beyond the determined work week schedule when workload requires.
16. Manage special projects as assigned by the supervisor and other duties may be assigned as needed

 

Marginal Duties & Responsibilities

Marginal duties of this position include the following. Employees in this position perform some or all the following tasks. Other duties may be assigned.

1. Serve as backup to other high school office staff.
2. Update school bulletin boards and calendars.
3. Report issues to authorities as necessary, building/maintenance issues, safety and security, suspicious activity, etc.

 

Supervisory Responsibilities

This position may supervise volunteers and student aides. This position may provide direction to some clerical office staff. All school employees have some responsibility for supervising students and assisting in maintaining a safe environment.

 

Qualifications

• Education and/or Experience: High school diploma or General Education Diploma (GED) and three to four years' related experience in typing, general clerical and/or training or equivalent combination of education and experience. Ability to enter and retrieve computerized data rapidly and accurately. Prior successful experience working with youth sports activities or in a school setting strongly preferred.
• Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others’ ideas and contributing to building a positive team spirit. Demonstrated ability to successfully work with adolescent students and the public.
• Language Skills: Ability to communicate fluently verbally and in writing in English. Ability to respond to common inquiries or complaints from students, parents, staff, regulatory agencies, or members of the community. Ability to effectively present information to supervisors and school administration. Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write reports and business correspondence. Knowledge of a second language, Spanish, is a plus.
• Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
• Computer Skills: Proficiency in the usage of database software, internet software, e-mail, word processing and spreadsheet software. Ability to proficiently use the following programs strongly preferred: MS Word, MS PowerPoint, MS Excel, and all G Suite applications. Ability to type accurately and proficiently.
• Other Skills and Abilities: Ability to appropriately communicate with students, teachers, parents, members of the community and others including vendors, law enforcement and other agencies. Ability to exercise good judgment, possess strong organizational skills and work in an environment with constant interruptions.
• Citizenship, residency or work visa required.

 

How to Apply

For immediate consideration, interested candidates should send a cover letter, resume, and a list of professional references to jobs@centralcatholic.net.

Interviews with qualified candidates will begin immediately.