Administrative Assistant

Administrative Assistant
Chesterton Academy of Our Lady of Victory
Centennial, Colorado

Chesterton Academy of Our Lady of Victory, a Catholic, classical high school, seeks a part-time Administrative Assistant to help with the daily operations of the school. The Administrative Assistant will help ensure structural stability, organization within the school, and clear communication with parents and students.

Although not in the classroom, the administrative assistant will have daily contact with students, and therefore candidates must be practicing Catholics pursuing a life of virtue and holiness through prayer and the Sacramental life. They must also be willing to take the Oath of Fidelity to the Magisterium. These are necessary to the role of modeling the Christian life to the students. The administrative assistant reports to the executive director.

Primary Responsibilities and Duties

Executive Support
- As needed, coordinate Headmaster's and Executive Director's schedule
- Assist with basic administrative tasks
- Assist with communications to staff and parents
Human Resources
- Assist with hiring process and onboarding of new personnel
- In collaboration with executive director, write job descriptions and post open positions
- Receive and track candidate applications
- Coordinate interviews including travel arrangements as necessary
- Coordinate background checks of all employees and volunteers
Filing
- Prepare and maintain employee and volunteer files
- Ensure diocesan compliance with Safe Environment requirements for faculty and parent volunteers
- Arrange for substitute teachers and create invoice for payment
Day-to-day office operations
- Cheerful performance of reception duties, directing phone calls, and assisting campus visitors
- Manage the attendance email-box and execute student attendance procedures
- Assist in office supply organization and inventory, including textbooks and academic supplies
- Receive, sort and distribute incoming mail and package deliveries in a timely manner
- Coordinate facility repair/maintenance issues and office space organization
- Oversee and maintain the annual school calendar and daily schedule
Admissions and Student Records
- Execute process for collecting enrollment paperwork from families and maintain student records
- Organize student files
- Collect student immunization records and report aggregate data to the state
- Assist the Admissions Director with setup and welcoming families to on campus admissions events.
- Format and maintain school directories for students and staff
Academic Program
- Manage the Student Information System for Administrative tasks (Jupiter Ed)
-- Set up school day calendar, bell schedules, course and sections
-- Prepare reports, report cards, progress notes, and transcripts
-- Teach faculty how to use the software for administrative tasks
-- Keep course database and student section rolls up to date
Community Life and Events
- Provide administrative support for all aspects of annual fundraising and marketing plans, including:
- Track and process donations and mail out thank you letters
- Coordinate logistics for various school events including Parent-Teacher conferences
- Volunteer coordination including contacting volunteers when a need arises
- Recruit parent volunteers each spring and create volunteer contact lists

Qualifications
- Strong proficiencies in organizational, and written and verbal communications skills
- Administrative experience or training in a school or professional office setting is preferred
- Ability to organize and manage a wide variety of tasks, and work with multiple individuals and priorities daily
- A track record of contributing to the vision and mission of an apostolic and educational enterprise is desirable
- Exceptional candidates who are transitioning from other careers, or recent college graduates will also be considered
- Demonstrated ability to enhance virtue formation of students and caring service to others
- Superior knowledge of Google Workspace (especially Drive, Calendar, Docs, Forms, and Sheets), or Microsoft Word and Excel
- Ability to quickly learn new processes and duties
- Precision and clarity in written and spoken communications
- A bachelor's degree or equivalent in experience

Schedule and Classification
The position is part-time, approximately 30 hours a week during the school year. Orientation and onboarding could begin as early as July 1, 2023 or August 1, 2023 to accommodate summer break schedules.. This position works year-round as needed, with reduced hours during school breaks and the summer months when school is not in session.
Classification and Pay Range: Non-exempt, hourly, approximately $20-$24 per hour

How to Apply
Interested candidates should submit a cover letter, resume and references to Mrs. Lisa Cushnie at [email protected]. More information about the school and curriculum can be found on our website at www.ourladyofvictorydenver.com.