Administrative Assistant to the Principal

The Administrative Assistant (AA) to the Principal plays an integral role in the operations of the main office and the school. The AA serves as the executive secretary for the principal and has additional specific responsibilities, many which are Human Resources related. The AA is expected to support and strengthen the mission of Saint Joseph High School to transform students in heart and mind, preparing them to serve God, the Church, and the world.

Responsibilities

Scheduling

• Schedules appointments for the principal.
• Coordinates the Principal’s calendar with the overall school calendar.
• Keeps the Google Master Calendar, website calendar and Canvas calendar up to date.

Reports and Communications

• Attends and transcribes minutes for Administrative Team and faculty meetings as needed.
• Assists the principal in the preparation of the weekly staff bulletin.
• Assists the principal and administrative team in the development of the academic calendar.
• Maintains and distributes the internal phone list.
• Responds to emails directed to the school and disburses them to appropriate personnel.
• Works with the Director of Curriculum and Master Schedule to print and distribute Teacher Schedules, Room Schedules, Bell Schedules, and Lunch Schedules.
• Assists the principal with all School Board scheduling, communications, reports, and the nomination process.
• Creates and distributes the Community Award nominations on a bi-monthly schedule. Organizes the Community Award nominations for the Community Award committee.
• Creates the forms and sets committee meetings for the Christ the Teacher nominations and other faculty awards. Coordinates the processing of invitations for the annual You Can Lend a Hand Luncheon.
• Provides information to the Diocese for years of service awards and the Administrative Assistant for the Main Office for all awards for the end-of-the-year Appreciation Dinner.
• Posts birthdays monthly in the faculty lounge.
• Orders and prepares faculty/staff Christmas cards.
• Sends Mass cards to families of the deceased (for staff or members of the student body).

Human Resources and Safe Environment

• Maintains files on all past and present school employees according to policy.
• Assists in the process of hiring staff and faculty. Including posting and advertising open positions; collecting and organizing applicant information; scheduling interviews; and ensuring that all applicant files are complete before hiring.
• Prepares contracts and work agreements for faculty, staff, and outside coaches.
• Distributes, collects, and submits all HR-related forms (teacher intent form, etc.)
• Works with all teachers to ensure proper licensing and license renewal.
• Completes all background screenings for faculty, staff, outside coaches, and volunteers.
• As the school’s Safe Environment Coordinator, maintains the Catholic Mutual Group profiles and ensures that all employees and volunteers are up-to-date with safe environment training (including student volunteers), and completing the Charter for the Protection of Children and Young People yearly USCCB Audit (July 1 - June 30).
• Coordinates with the Principal, student safe environment training. Share information with teachers and submit a report to the Diocese.

Additional Responsibilities

• Backs up the Administrative Assistant for the Main Office in serving as a receptionist (phone, front door, main counter, etc.) and in the distribution of faxes.
• Orders all flowers for the school for funerals, following surgeries, etc.
• Orders plan and grade books for the faculty as requested.
• Renews memberships to professional organizations for the school and the principal.
• Works with the Director of Facilities to track and distribute building keys.
• Order supplies for the principal.
• Performs filing for the principal.
• Other duties as assigned by the Principal.

• Bachelor's degree.
• Experience working in an office setting is required. Experience in a school is preferred. Knowledge of basic HR processes is a plus.

• Strong organizational, communication, and interpersonal skills.
• Team oriented and the ability to work collaboratively with others as well as independently.
• Ability to maintain confidentiality, perform multiple duties simultaneously; maintain poise under pressure; give attention to detail, take direction as well as initiative, follow-through on tasks and projects, and problem solve.

• Adept with Gmail, Google Calendars, Google Docs, Google Sheets, Google Slides, MS Word, and MS Excel.

• Reports to the Principal
• Works closely with the Main Office Administrative Assistant and the Administrative Team

• Bachelor's degree.
• Experience working in an office setting is required. Experience in a school is preferred. Knowledge of basic HR processes is a plus.