Office Manager

Purpose and Scope

The Office Manager serves as the central administrative support for Our Lady of Mt. Carmel School, ensuring efficient daily operations and fostering a welcoming, professional environment rooted in Catholic values. Supporting the principal, faculty, staff, students, and parents, this role manages office procedures, communications, records, and various administrative functions. The Office Manager models the school’s values, maintains confidentiality, and demonstrates a spirit of service while balancing multiple priorities with strong organizational skills and attention to detail. This position plays a vital role in supporting the mission of Our Lady of Mt. Carmel: “To get everyone who walks through our doors to heaven.” All employees are expected to embody and uphold our strategic anchors: Welcoming Spirit – We greet all who enter our doors with hospitality, warmth and compassion. All In – We take passionate ownership of our work and the mission. Team Player – We are humble, collaborative and place the needs of the team above our own.

Essential Job Functions

• Organizes, prioritizes, and ensures the timely completion of daily administrative tasks.
• Supervises other school staff - Coordinates and assigns work for clerical personnel, reviews progress, and balances workloads to ensure efficiency.
• Attends and actively participates in staff meetings, retreats, school wide events and other team building and formation activities.
• Affords assistance to other personnel in completing tasks to ensure smooth school operations.
• Assists in admissions plan, advertising, and directing School Open Houses, New Family Night, and new family tours as requested by the school principal.
• Develops and oversees a database for families who are interested in the school.
• Plans an annual master calendar of development events to increase enrollment and develops strategies for increasing enrollment by encouraging active Catholic families to enroll.
• Welcomes and assists students, parents, and visitors, providing guidance and support services as needed.
• Works with Parish secretary to publish information about the school in the Church bulletin.
• Collaborates with Parish secretary to coordinate school social media to ensure event information and school engagement opportunities are effectively communicated.
• (i.e. weekly Falcon Flyer) Consistently updates the school website with new photos and information including updating banners. Posts on social media daily throughout the week.
• Affords assistance in major events including Kinder program, Greek, Graduation- ordering of materials, awards, programs, etc.
• Affords assistance in planning/set up/cleanup of hospitality events including staff lunches (work with H&S), celebrations- retirement, etc.
• Affords assistance in “Coffrees”-planning, purchases, setup, clean up.
• Coordinates and oversees the planning and execution of the annual Gala through collaborative leadership and developing volunteers.
• Oversees recordkeeping, acknowledgements, solicitation reports and all correspondence as it relates to the Gala or donations received.
• Researches and identifies new grant funds to offset the Gala and purchases by the school.
• Collaborates in coordinating purchasing promotional materials including but not limited to signage, letterheads, uniforms, etc.
• Affords assistance with duties- morning, lunch and dismissal.

Minimum Qualifications And Requirements

• A high school diploma or GED required; additional education or training preferred.
• Willingness to sign and adhere to the Diocese Code of Conduct.
• A current valid FBI (IVP) Fingerprint Clearance Card.
• Proficiency in computer applications including Microsoft Office Suite (Word, Excel, Power Point), Google Suite (Gmail, Drive, Docs, Sheets), Canva and any other relevant software to this position.
• Knowledge and understanding or ability to learn Greater Giving Event Software.
• Experience maintaining databases and organizing events and activities.
• Active participation in the Diocese of Phoenix Safe Environment Program, with current ongoing certification and renewal.
• Strong interpersonal skills with the ability to interact effectively and professionally with staff, families, students, and parish members.
• Excellent written and verbal communication skills.
• Highly organized with strong attention to detail and the ability to manage multiple tasks.
• Able to work effectively under pressure and adapt to changing priorities.
• Maintains confidentiality and exercises good judgment.
• Able to work some nights and weekends as events occur.
• Preferably a practicing Catholic in full communion and in good standing with the Church.
• Supports and upholds the mission, values and teachings of the Roman Catholic Church.
• Occasional off-site work may be required.
• Substitute teaching certificate preferred.

Physical Demands

• Work is performed primarily in an office environment.
• Ability to remain in a stationary position for extended periods while operating a computer.
• Ability to lift up to 20 pounds occasionally.
• Ability to move within parish facilities and attend off-site diocesan meetings or trainings as required.