Administrative Assistant Front Desk/Attendance

Position: Administrative Assistant Front Desk/Attendance  

Reports to: Principal

Updated Date: March 2025

PURPOSE AND SCOPE:

Under the supervision of the Principal the role of the Administrative Assistant is to assist a Catholic culture focused on learning to support the instructional process.  This role will support staff, faculty and attendance and ensure they have the resources and support they need to do their work effectively. 

The administrative assistant assists the Church and the school in the mission of evangelizing. The Administrative Assistant contributes to fostering the Catholic School culture by serving as a witness to students and to the community. By bearing witness to Christ, His Church and the teachings of our Catholic faith, the coordinator cooperates with Christ in the academic, spiritual, and social education of our high school students. As a member of the “house” system within Notre Dame Preparatory High School, serves as a mentor and campus minister to all students.   

This position requires the ability to effectively communicate via phone and email; ensure that all duties are completed accurately and delivered with high quality and in a timely manner; flexibility, forward thinking and managing deadlines; rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude are expected.

ESSENTIAL JOB FUNCTIONS:

Spiritual Leader

• Promotes Gospel values of the Catholic Church
• Promotes an atmosphere and environment based on Catholic faith, traditions and virtues
• Provides opportunities for students to be prepared for life in today’s Church and society
• Articulates and gives evidence of Catholic living by the witness of their lives

Faculty Support

• This position provides administrative asssistance to the Front Desk Area. This will include but not limited to; answering phones, interacting with students, parents, guests, faculty and staff, sorting mail, printing and copying.
• Be a rover to cover staff lunches for certain departments.
• This position provides administrative assistance to the School Administration's attendance office, works with the Deans, and requires knowledge of Admission processes. It also provides support to all current and prospective students and their families.
• Answer the attendance phone and work with families in attendance issues, including early release or late arrival. This includes students, parents, potential students, and outside guests.
• Always maintain confidentiality of the Office and documents.
• Performs clerical and administrative tasks required for efficient office administration such as filing, routing of messages, providing for telephone and office coverage, and greeting visitors.
• Manage daily calendar and email correspondence.
• Works with other administrative staff about meeting setup, which could include registration, making copies, name tags and take down meetings. Ensuring that supplies are available.

• Work with the Deans about students who are truant, have excessive tardies or absences.

• Work with the Assistant Principal for Learning Services and the Principal about teachers taking attendance

• Work with the safety team when drills or emergencies take place on campus.

• Performs other job-related functions as directed.

• Ability to work in a team environment and maintain good working relationships with all diocesans, parish, and school staff.

• Able to articulate a clear understanding of the Catholic faith and to serve as a committed witness to its mission.

• Performs any other job-related tasks deemed necessary and/or assigned by the Principal. 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Demonstrates ability to keep information confidential
• Demonstrates an appropriate sense of humor.
• Demonstrates self-discipline, adaptable and flexible in routine and crisis situations
• Demonstrates skills in written and oral communication and active listening
• Demonstrates skills in organization, time management, problem solving and initiative
• Must know how to utilize Microsoft software; knowing how to use Excel and creating spreadsheets.
• Ability to assess personnel and program needs
• Ability to work cooperatively and collaboratively with others
• Ability to build rapport
• Frequently communicates accurately and appropriately with other employees or the public.
• May work irregular hours.
• Work with frequent interruptions.
• Maintain composure, humility, and professionalism at all times.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to stand; sit; walk; use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee must regularly lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. The employee must be able to stand for periods of time outside in the heat and cold. The noise level in the work environment is usually moderate.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

EVALUATION

The performance of this position will be evaluated in accordance with the procedures developed by the Diocese of Phoenix and Notre Dame Preparatory under the direction of the Chaplain and Principal.

TERMS OF EMPLOYMENT

Eleven-month employee (paid in 11-month contract), full-time, salaried. The Leadership Committee, under the guidance of the Diocese of Phoenix, establishes base salaries and stipends.

MINIMUM QUALIFICATION

• Must be practicing Catholic or be willing to sign a Profession of Faith.
• Must have received Safe Environment Training and signed the Code of Conduct.
• Must sign and commit to NDP professional conduct policy and confidentiality agreement.

We ask that any family members of Notre Dame Prep students not apply for this position.