Position: Administrative Assistant to the Deans 

Reports to: Deans 

 

 

PURPOSE AND SCOPE:

Under the supervision of the Deans the role of the Administrative Assistant is to assist a Catholic culture focused on learning to support the instructional process.  This role will support staff, faculty and substitutes and ensure they have the resources and support they need to do their work effectively. 

 

The administrative assistant assists the Church and the school in the mission of evangelizing. The Administrative Assistant contributes to fostering the Catholic School culture by serving as a witness to students and to the community. By bearing witness to Christ, His Church and the teachings of our Catholic faith, the coordinator cooperates with Christ in the academic, spiritual, and social education of our high school students. As a member of the “house” system within Notre Dame Preparatory High School, serves as a mentor and campus minister to all students.   

This position requires the ability to effectively communicate via phone and email; ensure that all duties are completed accurately and delivered with high quality and in a timely manner; flexibility, forward thinking and managing deadlines; rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude are expected.

 

ESSENTIAL JOB FUNCTIONS:

 

Spiritual Leader

• Promotes Gospel values of the Catholic Church
• Promotes an atmosphere and environment based on Catholic faith, traditions and virtues
• Provides opportunities for students to be prepared for life in today’s Church and society
• Articulates and gives evidence of Catholic living by the witness of their lives

Faculty Support

• In conjunction with the Executive Administrative Assistant, you will find substitutes for teachers, as well as designate daily substitute assignments. This area of the position can be last minute needs for substitutes; quick and logical thinking is needed.
• Work with Executive Administrative Assistant in creating faculty and staff supervision duties and monitoring daily throughout the school year.
• Work with Executive Administrative Assistant in creating extra paid duties for faculty and staff. A knowledge of Sign Up Genius and/or other potential sign up management system is required.
• Be a rover to cover staff lunches for certain departments.
• Assist the Director of Finance with administrative work.
• Prepares and updates all faculty files. This includes making sure all documents are collected and in order.
• Oversees the recruitment processes (e.g. recruitment, selection, hiring, etc.) for the purpose of filling openings with qualified candidates and ensuring compliance with Diocese requirements.  
• Performs any other job-related tasks deemed necessary and/or assigned by the registrar.
• Coordinate and oversee Student/Staff/Faculty Parking.
• Oversee all Daily Sweep monitoring, recording and correspondence.
• Manage spreadsheets and binders for Detention, Drills and Sweep.
• Manage daily & weekly detentions; email all students, detention monitors, verify attendance and coordinate re-scheduling .
• Handle and prepare sensitive information in a confidential manner. 
• Create master documents as needed (passes, logs, etc.) in Excel, Word, Adobe Illustrator. 

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KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Demonstrates ability to keep information confidential
• Demonstrates an appropriate sense of humor.
• Demonstrates self-discipline, adaptable and flexible in routine and crisis situations
• Demonstrates skills in written and oral communication and active listening
• Demonstrates skills in organization, time management, problem solving and initiative
• Must know how to utilize Microsoft software; knowing how to use Excel and creating spreadsheets.
• Ability to assess personnel and program needs
• Ability to work cooperatively and collaboratively with others
• Ability to build rapport
• Frequently communicates accurately and appropriately with other employees or the public.
• May work irregular hours.
• Work with frequent interruptions.
• Maintain composure, humility, and professionalism at all times.

 

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to stand; sit; walk; use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee must regularly lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. The employee must be able to stand for periods of time outside in the heat and cold. The noise level in the work environment is usually moderate.

 

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

 

EVALUATION

The performance of this position will be evaluated in accordance with the procedures developed by the Diocese of Phoenix and Notre Dame Preparatory under the direction of the Chaplain and Principal.

 

TERMS OF EMPLOYMENT

Twelve-month employee (paid in 11-month contract), full-time, salaried. The Leadership Committee, under the guidance of the Diocese of Phoenix, establishes base salaries and stipends.

 

 

MINIMUM QUALIFICATION

• Must be practicing Catholic or be willing to sign a Profession of Faith.
• Must have received Safe Environment Training and signed the Code of Conduct.
• Must sign and commit to NDP professional conduct policy and confidentiality agreement.

 

We ask that any family members of Notre Dame Prep students not apply for this position.