Administrative Assistant
Saint Dominic Academy
The Administrative Assistant is responsible for a number of tasks that support the Head of School and keep the main office and the school running smoothly. The Administrative Assistant is often the first contact a person makes with the school. The Administrative Assistant provides confidential, professional, knowledgeable, courteous service to people contacting our school and to students, staff, families, and others in our school community.
This position is full-time weekdays for the school year, starting two weeks before the first day of school and ending two weeks after the last day of school. The position is part time during the summer with one weekday of work per week. The hours of work are 7:00 a.m. to 3:00 p.m. with a half hour unpaid lunch. This position is not paid during school vacation times unless vacation time is used. Only the amount of vacation time earned can be used each year.
Position Responsibilities:
- Manage the main office operations of the school.
- Support the work of the Head of School and be a resource to other staff in meeting the mission of Saint Dominic Academy.
- Monitor and manage the Head of School’s schedule.
- Prepare and distribute honor roll, for the website and publication.
- Draft written materials such as the academic calendar, annual reports, surveys, parent communications, flyers, summer mailing, student and staff handbooks and school policies for Head of School’s review. Prepare and distribute final materials.
- Be the positive face of Saint Dominic Academy for visitors to the school, provide accurate information and assistance, and maintain confidentiality.
- Be the positive voice of Saint Dominic Academy for incoming callers, transfer calls as appropriate, provide accurate information and assistance, record and deliver messages, maintain confidentiality.
- Assist parents and families with needed information or requests, such as forms, links or other information, or record and forward requests to the appropriate staff person in a timely manner.
- Proactively and daily monitor mail, email, and voicemail contacts to the school and respond in a timely manner through direct replies or forwarding the contacts to appropriate staff members and informing the person of who will be replying to their contact.
- Assist with special projects including school accreditation and school, classroom and PTO fundraisers and events. Develop and distribute written materials, process and deposit money as needed.
- Provide backup for the school nurse assisting students who are ill or take medications at school. Contact parents/families and nurse as necessary.
- Fulfill other duties as assigned and needed.
- Prepare for Awards Night, Graduation and 8th grade promotion.
- Take care of student records, incoming and outgoing.
Position Requirements:
- Knowledge of Roman Catholic Church’s mission and teachings.
- Commitment to quality work, strong interpersonal skills, and maintaining a positive attitude.
- Ability to maintain and manage sensitive and confidential information.
- Ability to work independently while organizing and managing multiple tasks and projects.
- Ability to complete tasks in a timely way and consistently meet project deadlines.
- Ability to create and maintain a neat, organized, and professional office space.
- Ability to communicate with people in person, over the phone, and in writing in a calm, courteous, professional, and confidential manner.
- Ability to work cooperatively and relate to a variety of people.
- Ability to produce clear, effective documents including but not limited to taking messages, drafting memos, creating newsletters, and completing reports.
- Competency in student management systems, word processing, spreadsheets, databases, and webpage revision. All Saints Catholic School uses Quickschools, FACTS, Microsoft Office Suite, Google Classroom/Docs/Drive, Outlook, and Back2School, E-Catholic website, Facebook, NWEA data and forms, NEASC forms and documents, and other related online tools and programs as assigned.
Physical Requirements:
- Sitting for up to 5 hours per day.
- Ability to key stroke for 3-5 hours per day.
- Ability to carry 10-15 pounds (mail, package deliveries, office, and cleaning supplies). Ability to crouch or stoop occasionally.
Benefits include:
- Competitive Salary Package which includes health care, continuing education, dental and retirement contributions
- Tuition Benefits for children
- Teaching privileges before and after school
- Opportunities to work collaboratively with clergy, administration, coaching staff
Please complete the online application at this link: Application for Employment and provide a cover letter, resume, and 3 current and related references. Send information packet to: [email protected] or mail to Elizabeth Allen, Director of Human Resources, Diocese of Portland, 510 Ocean Avenue, Portland, Maine 04103. For questions, call 207-773-6471.
Applications will be reviewed as they are received. Upon offer and acceptance, all staff must complete Protecting God’s Children Training, complete monthly VIRTUS training, and pass Maine DHHS, FBI and CHRC background checks.
Non-Discrimination Policy:
Saint Dominic Academy admits and employs individuals of any race, color, national and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available
to students, faculty and staff at the school. It does not discriminate based on race, color, national and ethnic origin in administration of its educational policies, employment policies, admissions policies, scholarship and loan programs, and athletic and other school-administered programs.
