School Name: All Hallows AcademyLocation: 2390 Nautilus St., La Jolla, CA 92037Reports to: PrincipalEmployment Type: Full Time (37.5 Hours/week) Benefited, hourly, Monday-Friday FLSA Status: Non-ExemptPay Rate: $22.50/hr. - $27.50/hr.The Catholic School Office Administrative Assistant at All Hallows Academy provides administrative, clerical, and health-related support to the school administration, ensuring the smooth operation of daily activities in alignment with the mission and values of the Catholic school. This individual acts as a key point of contact for staff, students, parents, and visitors, fostering a welcoming and faith-filled environment. They also play an essential role in managing student health and safety needs.Key Responsibilities:Administrative Support
- Perform general clerical duties, including answering phones, responding to emails, and handling correspondence.
- Schedule appointments and maintain the school calendar, including events, meetings, and deadlines.
- Manage and organize files, records, and databases, ensuring compliance with school policies and privacy regulations.
- Support admissions director by scheduling tours, collecting applications, communicating with prospective families, and coordinating marketing event.
Communication
- Serve as the first point of contact for visitors, parents, and students, providing a warm and professional greeting.
- Disseminate school information, such as announcements and updates.
- Facilitate communication between the school administration, staff, parents, and external parties.
Student and Staff Support
- Assist with student attendance, including recording absences and tardiness and maintaining accurate attendance records.
- Coordinate the distribution of forms, letters, and other materials to students and staff.
- Support teachers and staff with administrative needs, such as copying, filing, or preparing materials for classroom use.
Student Health and Safety:
- Maintain student health records, ensuring compliance with local and state health regulations.
- Administer first aid and medication to students as authorized, adhering to established protocols and permissions.
- Monitor and respond to student health concerns, contacting parents or guardians as needed.
- Maintain and monitor inventory of medical supplies, ensuring they are well-stocked and accessible.
- Ensure proper reporting and handling of accidents, illnesses, and health-related incidents.
Event Coordination:
- Assist in the planning and execution of school events, including field trips and parent-teacher meetings.
- Ensure necessary materials, resources, and arrangements are in place for events, Masses, and activities.
Faith and Mission Alignment:
- Uphold and promote the Catholic identity and mission of the school in all interactions and responsibilities.
RequirementsReligious Qualifications:
- Active, practicing Roman Catholic (preferred)
- Respects and understands a Catholic school philosophy
Professional 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.
- A high school diploma or equivalent; additional administrative or secretarial training is preferred.
- Previous experience in a school or office setting, preferably in a Catholic or faith-based environment.
- Bi-lingual Spanish speaking is not required but preferred.
- Certification in basic first aid and CPR; additional health-related training is a plus.
- Strong organizational and time-management skills, with attention to detail.
- Excellent verbal and written communication skills.
- Proficiency in Google and other office-related software.
- Ability to handle sensitive information with discretion and confidentiality.
- Familiarity with Catholic teachings, traditions, and practices is an asset.
Physical Requirements:While performing the duties of this job, the employee is regularly required to remain in an office at a computer workstation, access information from a computer, and use a phone system. The employee is required to be mobile to, from, and within the office and maneuver throughout the school facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 15 pounds.The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice. All Hallows Academy School is committed to creating a diverse and inclusive workplace as part of the Catholic Diocese of San Diego. All qualified applicants will be considered for employment without regard to race, color, gender, national origin, genetics, disability, age, or veteran status.