Administrative Assistant for the Elementary Assistant Superintendents - Archdiocese of Philadelphia

The Archdiocese of Philadelphia and its entities is a Roman Catholic religious organization and that all employees are expected to respect and conduct themselves in accordance with the values, teachings, and morals of the Roman Catholic Church.

Job Purpose

The Administrative Assistant will provide comprehensive administrative support to the assistant superintendents of Elementary Education, ensuring the smooth operation of daily activities and facilitating effective communication within the organization.

The Administrative Assistant requires exceptional organizational skills, a strong attention to detail, and the ability to handle sensitive and confidential information with the utmost discretion. The position will routinely and effectively communicate and interface with all levels of the organization from staff to executive leadership.

The Administrative Assistant displays a demonstrated ability to work with little oversight/direction while handling and maintaining confidential information and exercising discretion/discernment in handling related office and school matters at all times. This role requires a high degree of initiative, professionalism, organization, and stellar communication skills working within a Catholic environment where Catholic values define the words and actions of all.

Missionary Discipleship

• Give witness to the Catholic faith and promote the essential characteristics and fundamental values of a Catholic school and work environment.
• Articulate the mission and vision of the Office of Catholic Education in all facets of the work.
• Participate in Archdiocesan Committees as assigned.
• Spirituality and prayer present to the OCE team and all constituents to lead with a missionary heart.

Duties and Responsibilities

• Acts as a liaison between administrators and other staff in screening and routing inquiries and requests.
• Assists the Assistant Superintendents in compiling data and preparing reports required by law and administrative directives.
• Arrange, and help coordinate meetings and/or conferences.
• Manages office details by relieving the Assistant Superintendents of routine requests and matters.
• Effectively manage and maintain inbox and other electronic materials and phone communications including scheduling for the Assistant Superintendents using Outlook while anticipating needs and demonstrating ability to manage and balance priorities accordingly.
• Respond to requests for information concerning the archdiocese from parents and the community.
• Follow all required responsibilities related to teacher personnel and as assigned.
• Communicate with various internal departments to coordinate projects and/or activities and work closely with external parties in administrative matters on behalf of the Elementary department.
• Performs all responsibilities in a professional, courteous and cooperative manner while maintaining strict confidentiality of school matters.
• Process information for teachers and principal that include:
  • Level two certification.
  • Loan forgiveness.
  • Completion of induction
• Other duties as assigned.

Additional Duties - Administrative Assistant Superintendents of the Elementary schools

• File all performance evaluations for teachers.
• Take minutes at the following meetings:
  • SPAT
  • ELC
  • Other as assigned.
• Oversee job postings for teachers and principals.
• Support and help prepare for the following programs:
  • New administrator Orientation,
  • Teacher Induction programs for new teachers,
  • Principal Academy
  • Principal Professional development
  • Early Childhood professional development
  • Professional Learning Community meetings
  • All event planning required by the Elementary team.
• Work collaboratively with other members of the elementary team, specifically the executive administrative assistant for the secretary for elementary education to complete necessary and ongoing projects

Qualifications

• 5-7 years experience providing administrative support to executive level leader(s).

• Any combination of education, training, and/or experience which demonstrates ability to perform the duties as described including extensive satisfactory experience at the executive assistant level, preferably in an education environment; coursework in business administration or a related field is desirable.
• Ability to work autonomously without extensive oversight or direction.
• Advanced proficiency in all Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Google Suite) including preparing spreadsheets and formatting reporting documentation.
• Demonstrated advanced written, verbal and interpersonal communication skills.

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Working Conditions

• Twelve-month, full-time position; evenings and weekends as required.
• A valid driver's license and willingness to travel is also expected as a part of the position.
• Prolonged periods sitting at a desk and working on a computer.
• The majority of this job will be spent indoors in a climate-controlled environment.

Physical Requirements

• While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tool or controls; reach with hands and arms; climb stairs; talk or hear.
• Must be able to carry and lift items weighing up to 15 pounds.