Administrative Assistant to the Principal

I. General Description The Administrative Assistant to the Principal provides high-level administrative support to the Principal; assisting the principal with the management of communications, schedules, meetings, projects, and day-to-day priorities. This position as an assistant to the principal, helps to ensure that the office of the principal operates effectively, efficiently in keeping with the school’s mission. Status: Grade 2, Non- Exempt, 12 months. (Classification is 12A: Non-duty days during the student school calendar are the same as the teaching staff. All other days in the fiscal year are work days except earned vacation). 40 hours per weekUsual Hours are 7:30 AM to 4:00 PM. Occasional work on weekends and/or evenings.Benefits per Diocese of Phoenix Benefit guidelines. Reports to the Principal Ii. Essential Job Functions Supports the Principal with phone calls; maintenance of records of appointments, schedules meetings, and assists with communication Manages the principal’s schedule, appointments and priorities including preparation for meetings, set up, record keeping, and minutesTakes care of Principal's correspondence (incoming and outgoing) including creating, formatting, producing and editing correspondence and other written materialsTracks credit card expenses, organizes purchase order process and processes mailDevelops and maintains good relationships with the faculty and staff, students and parentsInitiates correspondence on a variety of matters requiring an in-depth understanding of educational programs, as well as school system policies and proceduresAdministrative lead for all yearly forms (i.e., NCEA, Diocesan, Accreditation, etc.) assisting with the preparation of the WCEA & AdvancEd Accreditation Review, working with the PrincipalMaintains and updates the filing system and materials Prepares for School Advisory Board meetings including the meeting agendas, room preparation, taking notes, minutes, and tracking itemsMaintains the school administrator’s dashboardOrganizes and Maintains files for Principal, including personnel files, Safe Environment, accident reporting and school filesCoordinates the Safe Environment Training for the school, keeping track of the requirements and communication to faculty, staff, students and volunteers. Tracks teacher certification requirements and renewal deadlines, as well as other teacher requirements such as SET, Fingerprint cards, and Kino Certification for the Principal.Records solicitation activity, donor stewardship, gift tracking, acknowledgement and pledge redemption Provides documentation (certificates and hours) for Professional Development provided on campus.Supports school administrators and staff on the annual review and audit of retention of records.Provides back up assistance to other office staff in greeting visitors, answering the telephone, assisting students and staff when neededPerforms any other job-related tasks deemed necessary and/or assigned by the Principal III. REQUIRED EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES TO PERFORM ESSENTIAL JOB FUNCTIONS Active practicing Roman Catholic in full communion with the ChurchExcellent communication skills with both children and adults, including ability to speak and write in a positive mannerAble to understand and clearly express the mission of Catholic Schools, especially St. John Paul II Catholic High School3-5 years of administrative or executive support experienceProficiency in spoken and written Spanish is a plusStrong initiative, creativity, organizational and problem-solving skills, and attention to detailAbility to maintain confidentiality Ability to answer questions about Catholic Education and Catholic teachingsExperience with event planning; self-starter and attentive to detailsGood judgement in handling different personalities and emerging situations; an ability to observe and actively listen in assessing individual student, staff, and program needsProfessional appearance and demeanor Ability to work cooperatively with others utilizing effective interpersonal communication skillsExperience with Microsoft and Google platforms for email, word processing documents, spreadsheets, and document sharingAble to lift and move boxes and materials (up to 40 pounds)Must possess a strong desire to serve Disclaimer This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, school administration reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, technological developments, etc.).