Administrative Assistant & Travel Coordinator

PURPOSE AND SCOPE:

Ability to effectively communicate via phone, email, and in-person ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. The Administrative Assistant may direct and lead the work of others. They are asked to rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Flexibility, forward thinking and managing deadlines are critical for this role.  The duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports our faculty, staff, and community through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material.

This position requires the ability to effectively communicate via phone and email; ensure that all duties are completed accurately and delivered with high quality and in a timely manner; flexibility, forward thinking and managing deadlines; and relying on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude are expected. New faculty and staff are provided with a mentoring program.

The Administrative Assistant contributes to fostering the Catholic School culture by serving as a witness to students and to the community.  By bearing witness to Christ, His Church and the teachings of our Catholic faith, the Administrative Assistant cooperates with Christ in the academic, spiritual, and social education of our high school students.

ESSENTIAL JOB FUNCTIONS:

• Assist the director of finance in organization and time management
• Maintain the Finance calendar for projects and ensure timely communications for reminders and due dates
• Answer/direct phone calls and reply to email
• Organize and schedule meetings and appointments
• Produce, distribute, and follow up on correspondence, and forms
• Assist in the preparation of regularly scheduled reports
• Review travel forms for accuracy and completeness
• Work with the principal and superintendent for approvals
• Work with travel company for travel arrangements
• Load travel fees in Finalsite store, print reports, help manage non-payments.
• Provide information by answering questions and requests
• Assist the Coordinator of Tuition & Fees to follow up with families on tuition and other payments due to the school
• Contribute to team effort by accomplishing related results as needed
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Fill in for other administrative assistants on campus as needed

Performs any other job-related tasks deemed necessary and/or assigned by the Director of Finance.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Proven administration or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in Microsoft Office
• Willing to support a whole team and jump in and help as necessary
• High school diploma or equivalent; college degree preferred
• Must demonstrate personal self-discipline, be adaptable and ?exible in routine and unexpected situations.
• Must use good judgment in daily encounters. Must use verbal and written language correctly.
• Must demonstrate an appropriate sense of humor.
• Must maintain appropriate grooming and dress as stated in the faculty handbook.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to stand; sit; walk; use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee must regularly lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. The employee must be able to stand for periods of time outside in the heat and cold. The noise level in the work environment is usually moderate. The position will require some evening and weekend hours.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

EVALUATION

The performance of this position will be evaluated in accordance with the procedures developed by the Diocese of Phoenix and Notre Dame Preparatory under the direction of the Principal and Director of Finance.

TERMS OF EMPLOYMENT

Twelve-month employee (paid in 12-month contract), full-time, salaried. The Leadership Committee under the guidance of the Diocese of Phoenix establishes base salaries and stipends. A schedule of mandatory days and extra responsibilities is provided prior to the start of a new school year.

MINIMUM QUALIFICATION

• Preference given to a practicing Catholic, but faithful persons of other faiths are welcome (admin jobs must be practicing Catholic)
• Must be willing to make a public Profession of Faith if Catholic; if non-Catholic, willing to support Catholic teachings and philosophy
• Must have at least a high school diploma and 5 years’ experience in the field or related area
• Must hold a high school diploma or equivalent; college degree preferred
• Complete Safe Environment Training and signed the Code of Conduct. AZ Fingerprint clearance completed.