Administrative Assistant - Archdiocese of Seattle Catholic Schools : Job Details

Position Type: Secretarial/Clerical/Secretary / Administrative Assistant Date Posted: 7/12/2025 Location: Seton Catholic High School, Vancouver Administrative Assistant - St. Elizabeth Ann Seton Catholic College Preparatory High School, Vancouver, WA Position Type: Full-Time Secretarial/Clerical Position - Administrative Assistant Date Posted: July 12, 2025 Location: St. Elizabeth Ann Seton Catholic College Preparatory High School, Vancouver, WA Seton Catholic College Prep is a Catholic, co-educational, comprehensive, college preparatory high school. Seton Catholic opened its doors in a brand new facility in September of 2016. It has grown every year since it first opened in 2009, with a current enrollment of around 290 students. Seton Catholic is an Archdiocesan 9-12 grade high school that pursues higher learning, deeper faith, and stronger character. Position: Seton Catholic is seeking a qualified, talented, dynamic, and compassionate professional to serve in our front office. The candidate will work directly with the office administration to coordinate and implement programs related to Seton Catholic High School. A strong candidate will be an organized, self-motivated person who is able to manage multiple projects simultaneously. This is a full-time 11-month position, with a general daily schedule of 7:30 am to 4:00 pm and occasional nightly commitments. Essential Duties and Responsibilities: Essential duties of this position include the following: Employees in this position perform some or all of the following tasks. Other duties may be assigned.

Supports the school principal in a variety of administrative tasks and duties.

Coordinates with a variety of school departments and personnel to create the school's weekly newsletter.

Follows and maintains knowledge of all Archdiocese of Seattle/Seton Catholic policy(ies) and procedures.

Performs a wide variety of clerical and secretarial work, including answering phones, typing, proofreading, filing, calendar, and schedule management.

Completes a high volume of computer data entry work, using the school computer SIS (student information system) program, and inputs a high volume of data with speed and accuracy, including confidential data, in an environment with constant interruptions.

Safe Environment Coordinator working with the Archdiocese of Seattle-monitor and manage background checks and training for all staff (including coaches) and volunteers.

New students and transfers, gathering information and adding to all communication platforms.

Job Postings and Applicant Tracking

Coordinates substitute teachers when needed.

Compiles and prepares reports for administration or outside agencies, as required.

Coordinates and/or directs visitors and parents to appropriate offices.

Handles a variety of redundancy procedures and processes for the front office.

Orders and receives office supplies as needed.

Evaluates student injuries, determines course of action, performs minor first aid in compliance with Archdiocese of Seattle/Seton Catholic policy(ies), and completes required paperwork in a timely fashion.

Administers medications within the scope of Archdiocese of Seattle/Seton Catholic policy(ies) and state and federal law.

Communicates with a wide variety of parents, staff, and community members.

Types a variety of materials from brief verbal or written instructions.

Supervises students in a variety of settings.

Refers students to the administration and contacts parents, as necessary.

Professionally represents the school and the Archdiocese of Seattle in interactions with the community, staff, and students.

Maintains appropriate certifications and training hours as required.

Complies with applicable school, state, local, and federal laws, rules, and regulations.

Attends work regularly and is punctual.

Performs other job duties as assigned.

Marginal Duties and Responsibilities: Marginal duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

Attends in-service trainings as requested.

Attends staff meetings as requested.

Attend and assist with occasional evening/weekend school events.

Troubleshoots office machinery (copy, fax, postage meter etc.), coordinating maintenance and supply inventory.

Coordinates travel and assists with other administrative needs, as required.

Reports issues to the administration and authorities as necessary.

Supervisory Responsibilities: All school employees have some responsibility for supervising students and assisting in maintaining a safe environment. Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or General Education Diploma (GED) and at least 2 years of related experience and/or training or equivalent combination of education and experience. Prior successful experience working in an office and/or school setting is strongly preferred.
• Proficiency (or a willingness to become proficient) in a variety of bookkeeping/registration software, including (but not limited to):
  • Microsoft Suite
  • MAC OS Suite
  • Google Suite
  • Finalsite and/or other registration databases
  • Constant Contact and other email creation databases
  • Edlio or other website administration sites
• Works well with others from diverse backgrounds. Focuses on solving conflict, maintaining confidentiality, listening to others without interrupting, keeping emotions under control, remaining open to others' ideas, and contributing to building a positive team spirit. Demonstrated ability to multitask and work with staff, students, and parents. Ability to communicate fluently verbally and in writing in English.
• Ability to effectively respond to questions in one-on-one and small group situations with students and other school staff. Ability to verbally respond to common inquiries from students and staff. Ability to read and interpret documents such as safety rules, procedure manuals, and governmental regulations.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, schedule, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to appropriately communicate with students, teachers, parents, and members of the community. Ability to exercise good judgment, meet timelines, and work in a dynamic environment.
• Bilingual Preferred

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 this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk, stand, sit, use hands for fine manipulation, handle or feel, and reach with hands and arms using a keyboard and video display terminal. The employee is occasionally required to stoop, kneel, or crouch. The employee must regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, ability to adjust focus, and peripheral vision. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment is in a school that combines standard office settings including standard office equipment (fax, copier, phone, computer, 10-key, etc.) with the standard school setting. The noise level in the work environment is usually low to moderate and occasionally high depending upon student population and activities. The employee may be exposed to bodily fluids and/or bloodborne pathogens. Salary Range: To be confirmed based on experience. Any offered salary is determined based on internal equity, internal salary ranges, market data, the applicant's skills and prior relevant experience, degrees, and certifications. Benefits: A comprehensive package of benefits is offered, including two medical plan options, dental, vision, life, accidental death and disability, long-term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation, and holidays. The statements contained herein describe the scope of the responsibility and essential functions of this position but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned. Application Process: Please apply directly on the Archdiocese of Seattle Catholic Schools website: