What are the responsibilities and job description for the Administrative Assistant position at Missoula Catholic Schools Foundation?
Job Summary: Missoula Catholic Schools is seeking a highly organized, detail-oriented, and customer-service oriented Administrative Assistant to support both the President and Director of Admissions & Events. This position is vital in ensuring the needed support for school leadership and plays a key role in facilitating communication and coordination within the school community. The ideal candidate will be a committed professional who embodies the values and mission of Missoula Catholic Schools.
About Missoula Catholic Schools: Missoula Catholic Schools is committed to the formation of young men and women of compassion, conscience, competence, and community. Known for academic excellence, our education program embraces Gospel values and offers a well-rounded educational experience. From our thriving Early Education Program to our high school and college prep curriculum, we provide strong activities programs and community service opportunities at both St. Joseph and Loyola Sacred Heart.
Key Responsibilities:
Administrative Support:
- Assist in managing calendars, including scheduling appointments/meetings.
- Prepare and edit correspondence, reports, presentations, and other documents as needed.
- Organize and maintain records, ensuring confidentiality and security of sensitive information.
- Handle incoming calls, emails, and mail, directing them to the appropriate parties and responding as necessary.
Meeting Coordination:
- Schedule, organize, and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
- Assist in the preparation and distribution of materials for School Board meetings and other key committees.
Communication:
- Draft and disseminate communications on behalf of the President.
- Assist in updating the website and managing the overall school calendar.
- Maintain positive relationships with internal and external stakeholders.
Project Management:
- Assist with planning and execution of special projects and events.
- Track progress on projects and initiatives, ensuring deadlines are met and goals are achieved.
Development:
- Provide administrative support for fundraising and development activities/events.
- Assist in managing spreadsheets/databases with relevant donor information; data entry and report creation related to donors.
Admissions Support:
- Assists as contact for the registration process for new students.
- Helps organize annual Open House for prospective students and their parents.
- As appropriate; supports Office Administrators and Principals with the intake process.
- Helps to manages relationships with current parents to serve as ambassadors within the community, parishes, and relevant organizations; represents MCS when needed.
Responsible for other duties as assigned by the President.
Qualifications:
- High School diploma or equivalent required. Bachelor's degree in a relevant field is helpful.
- Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), QuickBooks, and other relevant software. Some website management experience preferred.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Strong interpersonal skills and the ability to work effectively with diverse groups of people.
- Commitment to the mission and values of Missoula Catholic Schools & Foundation.
Work Hours: M-F, 8 AM - 4:30 PM (occasional evening/weekend events); Benefits Included
Application Process: Interested candidates should submit a cover letter, resume, and contact information for three professional references to employment@mcsmt.org.
Missoula Catholic Schools is an equal opportunity employer and encourages applications from individuals of all backgrounds and experiences. We are committed to creating an inclusive and welcoming environment for all members of our community.
Job Type: Full-time
Pay: $16.00 - $18.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Schedule:
- Day shift
- Monday to Friday
Ability to Relocate:
- Missoula, MT 59801: Relocate before starting work (Required)
Work Location: In person
Salary : $16 - $18