Job Description
Job Description
Position : Administrative Assistant to the Principal
Date Revised : February 20, 2025
Reports to : Principal
Location : St. George Catholic School
www.fwdioc.org
The principal duty of all employees is to assist in the mission of the Church in the Diocese of Fort Worth. This job description is not designed to cover or contain a comprehensive listing of all 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.
General Position Summary :
The administrative Assistant to the Principal fulfills the mission of the Catholic School by supporting the daily operations, ensuring efficiency, organization, and effective communication between the principal, faculty, students, parents, and community stakeholders. This individual will provide administrative, clerical, and organizational support to the principal, maintain records, assist in scheduling and correspondence, and uphold the Catholic mission and values of the school. The ideal candidate is highly organized, professional, discreet, and capable of managing multiple responsibilities in a fast-paced environment.
Principal Accountabilities :
- Supports and upholds the philosophy of Catholic education and the mission of the school
- Acts as a witness to Gospel values by modeling the teachings of the Catholic Church
- Supports and adheres to the Code of Conduct and policies and procedures of the school and Diocese
- Abides by the Confidentiality Policy set forth in the Diocese Employee Handbook
- Manage the principal’s calendar, scheduling meetings, appointments, and school events.
- Draft, edit, and distribute official correspondence on behalf of the principal, including letters, memos, and emails.
- Prepare reports, presentations, and documents as requested by the principal.
- Maintain and organize confidential student, staff, and school records in accordance with diocesan and state regulations.
- Assist with compiling and submitting reports required by the diocese, state education department, and accrediting bodies.
- Demonstrate flexibility and adaptability in responding to the changing needs of the school.
School Operations & Communication
Serve as a key liaison between the principal and faculty, parents, students, and community stakeholders.Answer phone calls, greet visitors, and provide assistance or direct inquiries to the appropriate personnel.Maintain the school’s master calendar, coordinating school-wide events, testing schedules, and parent meetings.Assist in drafting and distributing school-wide newsletters, announcements, and other communications.Coordinate logistics for faculty meetings, professional development sessions, and special events.Exhibit patience, compassion, and professionalism when interacting with students, parents, and staff.Student & Parent Support
Assist in enrollment, re-enrollment, and student records management, ensuring compliance with diocesan and state policies.Support the principal in handling parent inquiries, concerns, and school-related issues with professionalism and discretion.Organize parent-teacher conferences and school-wide meetings, ensuring smooth logistics.Oversee attendance tracking and follow up with parents regarding student absences and tardiness.Maintain records of student discipline referrals and assist with communication between the principal, teachers, and parents.Faculty & Staff Support
Assist in preparing faculty and staff schedules and coordinating coverage for absent teachers.Help facilitate the hiring process by collecting applications, scheduling interviews, and assisting in onboarding new employees.Maintain faculty records, including certification, professional development, and compliance documentation.Support teachers by providing necessary resources, copies, and administrative assistance as needed.Be a self-starter in anticipating and addressing the needs of faculty and staff.Financial & Office Management
Manage office supplies, ordering materials as needed and ensuring cost-effective purchasing.Assist in handling school finances including processing invoices.Work with the principal and finance office to collect tuition payments, track accounts, and follow up on outstanding balances.Support fundraising and development efforts by assisting with events, donor communication, and recordkeeping.Event Coordination & Special Projects
Assist in planning and coordinating school events, including liturgies, fundraisers, assemblies, and graduation ceremonies.Help organize field trips, ensuring that permission slips, transportation, and logistics are arranged.Work with the principal to coordinate emergency drills, safety procedures, and crisis response plans.Assist with any additional projects or initiatives assigned by the principal.Qualifications & Skills :
Supervision Given and / or Received :
Moderate Supervision Given and / or ReceivedInternal Contacts :
Diocese Pastors, Priests, Principals, Business Managers, and employees.External Contacts :
Parishioners, parents, diocese vendors, local, state, and federal agency representatives, and auditors.Required :
Bilingual (English / Spanish).High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.Minimum of 2-3 years of administrative experience, preferably in an educational setting.Practicing Catholic in good standing, with a commitment to upholding the values and teachings of the Church.Strong organizational and time management skills with the ability to prioritize multiple tasks.Excellent written and verbal communication skills.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace (Docs, Sheets, Calendar, Gmail).Proficiency in Canva, FACTS, RenWeb, and newsletter creation.Ability to maintain confidentiality and handle sensitive information with discretion.Strong interpersonal skills and ability to work collaboratively with diverse groups.Detail-oriented with a proactive and problem-solving mindset.Must be a team player who is self-motivated and able to work independently.Ability to remain flexible, patient, and compassionate in a fast-paced environment.Preferred :
Experience working in a Catholic or faith-based educational setting.Familiarity with student information systems (e.g., FACTS, RenWeb).Education and Experience Preferred :
High School Diploma / GEDSome college and / or previous experience preferredA practicing catholic in good standingWorking Conditions and / or Physical Requirements :
This position works in a typical school environment but is subject to stress due to the evolving and quickly expanding needs of the Diocese, tight deadlines and moderate workloads.Ability to sit and perform computer work for lengthy periods of time.Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files.Ability to accept work interruptions while remaining focused on duties.Ability to lift up to 35 pounds without assistance and up to 60 pounds with assistance.Required to work some nights and weekendsRequired to manage high to moderate levels of stressRequired to teach per school scheduleRequired to work in standard classroom and school conditionsRequired to lift or carry classroom supplies, textbooks, furniture, and equipmentRequired to maintain composure and avoid inappropriate displays of emotionRequired to sit, stand, bend, stoop, reach, grab, pull, hear, see, and speak on a daily basisRequired to perform repetitive physical tasks such as computer keyboarding, writing, and readingRequired to monitor students in a variety of locations including those with noise, activity, and inclement weatherTravel Requirements :
Infrequent travel, by car, may be required to Diocese Parishes and / or schools.FLSA Designation : Full-Time, Non-Exempt, 12-month
