Admin Assist - Catholic Diocese of Rockford : Job Details

Job Type Part-time Description CATHOLIC SCHOOL ADMINISTRATIVE ASSISTANT - JOB DESCRIPTIONPosition Title: Catholic School Administrative Assistant Reports To: Principal, Annunciation BVM Catholic School FLSA Status: Non Exempt Position Type: Hourly / Part Time Hours Per Week: According to the school schedule, it includes some evenings and weekends for school-related activities.GENERAL SUMMARY OF THE POSITIONPosition Summary: The Administrative Assistant provides essential clerical and administrative support to the principal, faculty, and staff in the daily operation of the Catholic elementary school. This individual serves as a welcoming and professional first point of contact for students, parents, and visitors, supporting the mission and values of the Catholic Church and the school community. QUALIFICATIONS

• A high school diploma or equivalent is required; an associate's degree or higher is preferred.
• Prior administrative or office experience, preferably in a school or educational setting.
• Strong written and verbal communication skills.
• Proficient in Microsoft 365, Google Workspace, and standard office equipment.
• Ability to multitask, prioritize, and remain organized in a dynamic environment.
• Commitment to confidentiality and discretion in all matters.
• Familiarity with Catholic teachings and the ability to work in a faith-based environment.

• Greet and assist students, parents, staff, and visitors in a professional and hospitable manner.
• Maintain daily office operations, including answering phone calls, responding to emails, and handling routine correspondence.
• Schedule appointments and manage the principal's calendar.
• Maintain student records, attendance, and health records in accordance with diocesan and school policies.
• Maintain and manage the student information system, including FACTS Student Information System, FACTS Tuition Management/Grant & Aid, and FACTS Giving.
• Prepare and distribute school communications, including newsletters, memos, and notices.
• Assist with enrollment, retention, and withdrawal processes.
• Support faculty and staff with copying, filing, and organizing instructional materials.
• Order and maintain office and classroom supplies.
• Coordinate logistics for school events, meetings, and special projects.
• Ensure confidentiality in handling sensitive information related to students, staff, and families.
• Uphold and model Catholic values and the school's mission in all interactions and professional conduct.

• Successful completion of background checks, including fingerprinting and VIRTUS training, as required by the Diocese.
• Willingness to participate in ongoing professional development and diocesan training programs.