26-27 Auxiliary Administrative Assistant

Position Overview

The Auxiliary Administrative Assistant supports St. Catherine's School's auxiliary programs, including Brilliant Summer Camp, After-school Clubhouse, and other special programs. They work closely with the Director of Auxiliary Programs and Director of After School Enrichment and Programming for Lower School.

Essential Responsibilities

• Oversee registration for all auxiliary programs, including monthly database management, enrollment administration, and reporting (i.e. CampBrain, complex spreadsheet)
• Assist with invoicing, payment tracking, purchase orders, and budget documentation
• Partner with the business office to coordinate student billing
• Manage registration requests, changes, cancellations, refunds & declined payments
• Cover registration desk during Clubhouse hours
• Coordinate supplies, materials, and inventory for auxiliary programs
• Ensure the database for auxiliary programs is accurate and comprehensive
• Collect, track, and maintain all afterschool student and camper documentation meets program compliance and standards
• Auxiliary Administrative Assistant assists with seasonal staff recruiting, onboarding, and orientation
• Auxiliary Administrative Assistant coordinates summer program communications for families via phone, email, and weekly summer updates
• Auxiliary Administrative Assistant coordinates scheduled field trip transportation and related logistics
• Auxiliary Administrative Assistant maintains and updates SaintsNet Clubhouse records on a monthly basis
• Auxiliary Administrative Assistant coordinates with divisions to determine event/room requests
• Auxiliary Administrative Assistant assists with instructors: meet with instructors; order needed supplies
• Auxiliary Administrative Assistant assists Director of Afterschool Programming and Enrichment for Lower School as needed
• Use: Coordinate facility rental inquiries; scheduling, contracts, Site Supervisor availability, and logistics for outside vendors and community partners
• Maintain facility rental calendars and supporting documentation
• Auxiliary Administrative Assistant ensures compliance with school policies and facility use agreements
• Vendor Rentals & Facilities

Physical Demands and Work Environment

• Sit; stand; walk; use hands to manipulate, handle and feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch and crawl; talk and hear; engage in moderately strenuous physical activity both indoors and out; and smell.
• Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Equal Employment Opportunity Statement

St. Catherine's School does not discriminate on the basis of race, gender, sexual orientation, or national and ethnic origin in the administration of its hiring practices. St. Catherine's School is committed to providing an inclusive educational environment. We actively engage students, families, faculty and staff from diverse backgrounds and experiences. Our School community respects the differences in ethnicity, race, religion, sexual orientation and socioeconomic status. St. Catherine's fosters in our students, and experts from all others, respect for the dignity and wholeness of every person. For more information about the school's Access, Equity and Belonging please follow this link here.

Benefits

St. Catherine's School offers a highly competitive compensation package for this full-time position with benefits to include excellent health plan options, retirement benefits, exhaustive professional development and networking opportunities as well as state-of-the art facilities.

Requirements and Qualifications

• High School Diploma; Associate's degree preferred
• 3+ years of administrative experience; Previous school, camp, or customer service experience preferred
• Strong organizational, multitasking, and communication skills
• Proficiency in Microsoft Office, Google Workspace, and comfort with database/enrollment systems
• Professional demeanor with strong interpersonal skills
• Ability to maintain confidentiality and exercise sound judgment
• Positive attitude and energy
• Demonstrate adaptability to new and evolving technology
• Proficiency with oral and written communication
• Flexibility and reliability
• Customer service focused