Part-Time Admission Assistant

Catholic schools in the Diocese of Austin are canonically obedient to the Bishop and assist him in fulfilling his ministry and canonical obligations. Pastors, presidents, and principals serve as leaders of the schools to make Christ’s mission present and enduring in the schools. In order to fulfill Christ’s mission, the school leaders employ suitable, chosen collaborators, sharing with them Christ’s mission and entrusting to them various responsibilities.

Positions employed in this School help extend the ministry of the School leaders in particular ways as outlined in the job description. The employee in this position is closely connected to and assists School leaders in the performance of their ministry and, therefore, engages in ministry for the Church.

Job summary: The Admission Assistant fulfills the mission of the Catholic school by providing administrative assistance to the Director of Admissions at Holy Family Catholic School. The Admission Assistant has decision making responsibilities within essential job functions, in keeping with school policies. The position is hired and evaluated by the President and reports regularly to the Director of Admission of Holy Family Catholic School.

Essential job functions:

• 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
• Create new applicant files for admissions review and monitors incoming documents including: applications, application fees, birth certificates, baptismal certificate, standardized test scores, screening tests, immunizations, report cards and teacher recommendations.
• Prepares Sign-Up Genius for new student testing according to schedule provided by the principal. Upon completion, mail copies of new student testing to parents, following approval by the principal.
• Work with parents to schedule new student testing according to schedule provided by the Director of Admissions. Upon completion, mail copies of new student testing results to parents.
• Reviews online applications, edits for proper format according to school requirements, updates checklists as documents are received, prints applications for permanent records, and imports application into Ren Web. Monitors for missing documents.
• Assists in the review, final processing and importing of online enrollment packets into Ren Web, making corrections as needed, and including confirmation receipt of final transcript and new student medical records for Savio.
• Assists in maintaining the accuracy of student/family database in Ren Web according to school requirements.
• Upon enrollment, creates permanent and medical files for new students, monitors for missing documents and communicates with parents.
• Separates special education testing, psychological exams, and provides to the Learning Support Coordinator.
• Supports parish communications as needed.
• Creates parish lists and distributes to parishes and the Business Office.
• Make a copy of Student Information Sheets for teachers and school office and school nurse.
• Responds to record requests from school throughout the year due to upcoming graduation or transfers, including preparing and delivering records for St. Dominic Savio.
• Manages student files during the school year by adding photography permission, testing documents and Life Touch photo.
• At end of year, add final report card and archive permanent record, as required. Move files forward to the next school year.
• Assists in the review, assembling and distribution of materials and documents for prospective and new incoming families.
• Assists with the coordination of admission events for Parent Information Sessions, Open House and Middle School recruitment events; setting up signs, making folders and nametags.
• Meets staff development guidelines as set forth by the Diocese/local administration.
• Demonstrates professionalism in conduct, demeanor, and work habits.
• Maintains a work schedule that maximizes availability to the school, students and staff.

Important job functions:

• Collaborates with others to enhance the work environment.
• Communicates effectively with others and responds to messages in a timely manner.
• Conferences with others upon request and responds to messages in a timely manner.
• Attends and participates as needed in faculty meetings, professional organizations and community events.

Minimum qualifications:

Education/Certification:

• High School Diploma

Experience:

• Bookkeeping, database