Administrative Assistant

Under the direction of the School Principal, the Administrative Assistant supports St. Mary Catholic School and the Diocese of Bridgeport in its mission through a variety of administrative duties with wide latitude for exercising discretion and judgment. This role is vital to the integrity and professionalism of the school’s office and its mission.

Responsibilities

• Supports the Catholic mission of the school as a practicing Catholic in good standing.
• Maintains an organized, clean, and professional office environment.
• Works effectively with the school community, ensuring a pleasant and professional demeanor in person or on the phone.
• Ensures proper sign-in procedures and Virtus training compliance.
• Maintains timely communications and follows up with the Principal on excessive absences, tardiness, and other student-related matters.
• Manages the student information system daily, including scheduling and processing field trip requisitions and securing substitutes.
• Tracks employee absences and personal days to support the business manager.
• Adheres to year-end procedures for student records, including mailings, recommendations, and student files.
• Assists with the admissions process and coordinates field trips, seminars, and other events.
• Receives, distributes, and prepares mail appropriately.
• Oversees administrative aspects of seminars, including registration and confirmation.
• Ensures all required information is completed, delivered in advance, and available for appropriate individuals.
• Maintains confidentiality at all times.
• Manages school/office supplies and ensures proper operation of equipment.
• Produces a variety of communications and oversees students and families in the office as required.
• Assists the school nurse to the degree allowed in their absence.
• Participates in evening events occasionally (e.g., conferences and back-to-school night).
• Demonstrates self-starting ability, organization, and a sense of urgency.
• Exercises sound, professional judgment, behavior, and appearance.
• Engages in continuous learning through professional development workshops.
• Assists the admin team as needed, including managing dismissal and lunch order programs.
• Provides clerical support to teachers.
• Coordinates hospitality as needed.
• Maintains punctuality at all times.

Requirements

• Practicing Roman Catholic in good standing.
• High school graduate or equivalent with 3–5 years of administrative assistant experience.
• Excellent written, verbal, and interpersonal communication skills.
• Proficient in Google and Microsoft Office Suites as well as Canva.

Physical/Mental Requirements

• Requires walking, sitting, standing, bending, reaching, talking, handling, hearing, carrying, and keyboarding.
• Able to lift as required in office and school building environments.

Travel Requirements

Must travel to school, meetings, and/or local school-related business.