Administrative Assistant, Front office

Job Title: Front Office Administrative Assistant
Reports To: Principal, Beth O'Reilly boreilly@stcharlesb.org
Location: School Front Office

Position Summary:
The Front Office Administrative Assistant plays a vital role in supporting the daily operations of the school. This position provides direct administrative support to the Principal and Athletic Director while ensuring the front office runs efficiently and professionally. The ideal candidate is organized, detail-oriented, and able to manage multiple priorities in a fast-paced school environment.

Key Responsibilities:

Administrative Support to the Principal:

• Manage and maintain spreadsheets for school operations, budgeting, and reporting
• Assist with billing processes, including tracking, documentation, and follow-up
• Coordinate book ordering and oversee procurement of supplies and materials
• Support general purchasing needs and maintain accurate records
• Prepare correspondence, reports, and other documents as needed

Support for the Athletic Director:

• Assist with inventory management for athletic equipment and supplies
• Track and maintain student-athlete physical records and ensure compliance requirements are met
• Organize and file necessary documentation related to athletic programs and governing regulations
• Provide general administrative support for athletic events and programs

Front Office Support:

• Serve as a point of contact by answering phones and greeting visitors
• Call students to the office and assist with student-related needs
• Support communication efforts, including emails, letters, and announcements on behalf of administration
• Maintain a welcoming, organized, and professional front office environment

• Assist with additional duties as assigned to support school operations

   

Qualifications:

• High school diploma required; associate's or bachelor's degree preferred
• Prior administrative or office experience, preferably in a school setting
• Strong organizational and multitasking skills
• Proficiency in Microsoft Office (especially Excel) and general office software
• Excellent communication and interpersonal skills
• Ability to maintain confidentiality and handle sensitive information with discretion

Key Attributes:

• Detail-oriented and highly organized
• Flexible and able to adapt to changing priorities
• Collaborative team player with a positive attitude
• Maintains confidentiality in all aspects of the role.
• Strong problem-solving skills and initiative

Work Environment:
This position operates in a school front office setting with frequent interaction with students, staff, and families. The role requires the ability to manage interruptions while maintaining professionalism and efficiency.

Pay Scale - $21 - 25 per hour.  Full archdiocesan benefits available.